Victorian Housing Register ... .gov.au



|Victorian Housing Register Application eBusiness registration guide |

|For designated / non-designated service providers and participating registered agencies |

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|To receive this publication in an accessible format email VictorianHousingRegister@dhhs..au |

|Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne. |

|© State of Victoria, Department of Health and Human Services July 2017. |

|Available at |

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|register/victorian-housing-register-service-provider-online-application |

Contents

Introduction 4

Purpose 4

What is the Victorian Housing Register Application? 4

Security and privacy 4

Registration overview 5

What is eBusiness? 5

Roles and responsibilities 5

Organisation Authority 5

Victorian Housing Register team 6

Registration - Step by step instructions 6

Step 1 - Staff registration for eBusiness and the application 6

Part A – Staff who don’t have an eBusiness account 7

Part B – Staff with an existing eBusiness account with the current organisation 10

Part C – Staff with an existing eBusiness account requiring access under a different organisation name 12

Step 2 – Organisation Authority approves eBusiness request 17

Step 3 – Victorian Housing Register team provides access to the application. 17

Step 4 – Confirmation email sent to staff 17

Step 5 – Access the eBusiness portal and the application 17

Case examples for eBusiness registration 19

Scenario 1 – single work location or single organisation name 19

Scenario 2 – multiple work locations 19

Scenario 3 – previously employed at a different organisation 20

Scenario 4 – employed with multiple organisations 20

Scenario 5 – specific business processes 20

Troubleshooting 21

Support and contacts 22

Introduction

On 18 September 2015, Minister for Housing, Disability and Ageing, Martin Foley announced the creation of a Housing Register to consolidate all social housing applications into a single register.

The register will improve the service provided to clients seeking housing by streamlining access to a broader range of social housing options.

Features of the Victorian Housing Register include:

• a common housing application process that simplifies the process for social housing

• a mechanism for all social housing organisations to access one register to allocate vacant properties.

The register has been designed and implemented in partnership with the community housing sector, the homelessness services sector including family violence, and the Department of Health and Human Services (the department).

Purpose

The purpose of this document is to provide designated/non-designated service providers and participating registered agencies with procedures to register staff to use the online Victorian Housing Register Application (the application).

What is the Victorian Housing Register Application?

The application provides designated/non-designated service providers and participating registered agencies with a single site to manage and submit housing applications on behalf of clients. Supporting documentation can be uploaded and once it is submitted it is sent to the Housing Call Centre for data capture. This will enable quicker processing of housing applications.

The application can be used to:

• submit new housing applications

• resubmit existing applications which require an update to the application type and/or priority category.

Security and privacy

The online application is accessed via the department’s eBusiness portal which is a secure platform on the internet. This will ensure any personal and sensitive information that is captured in a housing application is safe and can only be accessed by authorised persons.

Information entered in a housing application will be stored in a cloud based data centre which cannot be accessed by the department. The application can be progressively updated as information is collected until it is ready to be submitted by a staff member. Only when the application has been submitted will it be available to the department for data capture and processing onto the Victorian Housing Register.

The eBusiness registration process involves a two tier approval process. The Organisation Authority must validate the staff request for access to the application prior to the department approving access.

Once access has been granted staff will be provided with secure login credentials.

Registration overview

Staff requiring access to the application to lodge and manage housing applications will be required to complete the registration process. Registration will enable organisations to verify staff identity prior to the department approving access.

Staff are required to:

• register for a givenname.familyname eBusiness account*

• request access to the application via their eBusiness account.

*Staff can omit this step if they have an existing givenname.familyname 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 persons to access the department’s business applications via the internet.

To ensure the security of personal and sensitive information captured in a housing application, designated/non-designated service provider and participating registered agency staff must register with the eBusiness portal, and log into the application through the portal with an individual username and password.

All organisations must appoint 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 Victorian Housing Register team grant access to the application when the staff member’s OA has approved their access in eBusiness.

The staff member is sent an email confirming when access has been granted and an eBusiness username and password, if applicable.*

*Staff with an existing eBusiness givenname.familyname account with their current organisation and who requested access to the application by logging into their account, will still receive this automated email. They should however continue to use their current eBusiness login details and disregard the generic username and password provided in the automated email.

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 online business applications. The person appointed in the OA role must be registered and recognised by the department as the current OA for the organisation. They must be available to assess requests and are responsible for authorising staff access to the eBusiness environment and the application.

OA’s should only authorise access for staff whose position within the organisation warrants their use of the application.

Victorian Housing Register team

The Victorian Housing Register team provide staff access to the application when the Organisation Authority has approved the staff request in eBusiness.

Registration - Step by step instructions

Step 1 - Staff registration for eBusiness and the Victorian Housing Register application

Follow 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 an existing givenname.familyname eBusiness account with your current organisation

Follow Part C if:

• you have an existing givenname.familyname eBusiness account, your organisation has multiple office locations and you need access at more than one location

• you have an existing givenname.familyname eBusiness account, are employed by more than one organisation and require access at more than one organisation

Part A – Staff who do not have an eBusiness account

1. Go to the eBusiness site:

2. Click on the link, I want to register, on the right hand side of screen.

Figure 1: eBusiness login screen

[pic]

The eBusiness Application Access Request form will open.

This will allow you to register for an eBusiness account and request access to the Victorian Housing Register application.

3. Scroll down and select Victorian Housing Register Application from the list. Then click the arrow to move it into the Selected Application List box on the right.

Figure 2: eBusiness Application Access Request form – identifying application

[pic]

4. When the Victorian Housing Register Application is listed in the Selected Application List box, click on the Next button.

Figure 4: eBusiness Application Access Request form – selecting application

[pic]

5. Complete all the fields with a red asterisk.

A work email address must be used when registering (do not use a personal email address such as gmail or hotmail).

Figure 5: eBusiness Request for Registration – personal registration details

[pic]

6. 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: eBusiness Request for Registration – organisational details

[pic]

7. Complete all the Identity Details fields.

Figure 7: eBusiness Request for Registration – identity details

[pic]

8. Review the Conditions of Use. If you agree, click the Agree button. Then click Submit Request.

Figure 8: eBusiness Request for Registration – conditions of use

[pic]

9. Your request for the application access is now finished. Go to Step 2.

Part B – Staff with an existing eBusiness account with the current organisation

If you are already using eBusiness for another application within your organisation such as Opening Doors, Funded Agency Channel or the Family Violence Application, and want to request access to the Victorian Housing Register Application under the same organisation name, then follow the steps below:

1. Go to the eBusiness site:

10. Login to your eBusiness account.

Figure 9: eBusiness login screen

[pic]

11. Click on the My Requests tab.

Figure 10: eBusiness home screen

[pic]

12. Click on the Submit Request button.

Figure 11: eBusiness My Requests screen

[pic]

13. In Application Name, click the drop down arrow and select Victorian Housing Register Application 1.0.0 from the drop down list.

Figure 12: eBusiness My Request screen – select application name

[pic]

14. Select Agency User and click the Submit button.

Please note, if you go back into My Requests to view your list of requests it will show that you have zero requests. This number is only relevant for draft requests. Once you click the Submit button your request is automatically sent to your Organisation Authority for validation.

Figure 13: eBusiness my requests screen – select application role

[pic]

15. Your request for the application access is now finished. Go to Step 2.

Part C – Staff with an existing eBusiness account requiring access under a different organisation name

You can request access to the Victorian Housing Register Application under Part C if any of the following situations apply to you:

• you are employed by two or more separate organisations and require access to the application at each place of employment

• your organisation delivers services from multiple location sites and you require access to the application from more than one site*

• your organisation delivers multiple programs and each program area was registered in eBusiness under a different organisation name*

*Requesting access to the application in Part C will require you to know whether your current organisation has different organisation names registered in eBusiness. An organisation may have different organisation names registered for the following reasons:

• it delivers services from different location sites

• it delivers multiple programs where each program area was registered in eBusiness separately

• the organisation has merged and requested all staff to register for the Victorian Housing Register Application under a specific organisation name.

The organisation name you select will determine which applications you can view and manage. Some organisations operate from multiple sites and have requested staff submit housing applications under the one organisation name, and thereby allowing staff to access and view the same applications regardless of location site. This is a specific arrangement between the department and the organisation. Please contact the Victorian Housing Register team if your organisation requires a similar arrangement.

If you are unsure which organisation name you need to register under, you will need to check with your manager.

If you require access to the Victorian Housing Register Application under a different organisation name, you will need to request access to the application by creating a new eBusiness account with a new username. eBusiness does not allow more than one organisation name to be linked to a user account that requires access to the Victorian Housing Register Application. It also does not allow a username to be registered more than once; duplicate usernames cause conflict in the system.

Follow the steps below to request access to the application under Part C:

1. Go to the eBusiness site:

2. Click on the link, I want to register, on the right hand side of screen.

Figure 1: eBusiness login screen

[pic]

The eBusiness Application Access Request form will open.

This will allow you to register for an eBusiness account and request access to the Victorian Housing Register application.

16. Scroll down and select Victorian Housing Register Application from the list. Then click the arrow to move it into the Selected Application List box on the right.

Figure 2: eBusiness Application Access Request form – identifying application

[pic]

17. When the Victorian Housing Register Application is listed in the Selected Application List box, click on the Next button.

Figure 4: eBusiness Application Access Request form – selecting application

[pic]

1. Complete the Personal Registration Details section as normal however in the Family Name field enter additional alphabetic characters at the end of your Family Name. This will identify the account as a new user but will retain your personal details such as date of birth.

For example, John Smith of Hodges Support Service – Fitzroy is also employed to work at Hodges Support Service – Sunbury 2 days a week. He has a current eBusiness account with username John.Smith that is linked to organisation name Hodges Support Service – Fitzroy.

John submits housing applications at both sites and requires access to the application at both sites.

John can request access to the application at his secondary place/site of employment by registering as a new eBusiness user. John is still required to enter his Given Name and Family Name however at the end of his family name he can enter “SUN” or “VHR” to identify this account as the Hodges Support Service – Sunbury account e.g. John.SmithSUN or John.SmithVHR

Figure 14: eBusiness Request for Registration – personal registration details

[pic]

1. Select the relevant Organisation Name.

You can search for the organisation name by using the Index and clicking on the letter the organisation name begins with or you can use the search box.

For example, John Smith has an existing eBusiness account linked to Hodges Support Service – Fitzroy. He is registering a new eBusiness account under the new organisation name Hodges Support Service – Sunbury.

Figure 15: eBusiness Request for Registration – organisational details

[pic]

2. Complete all the Identity Details fields.

Figure 16: eBusiness Request for Registration – identity details

[pic]

3. Review the Conditions of Use. If you agree, click the Agree button. Then click Submit Request.

Figure 17: eBusiness Request for Registration – conditions of use

[pic]

4. Your request for the application access is now finished. Go to Step 2.

Step 2 – Organisation Authority validates eBusiness request

The Organisation Authority (OA)* will receive an automated email from eBusiness to authorise their staff member’s request.

*Refer to the Troubleshooting section if your organisation does not have an OA or requires a new OA.

The OA should log directly into their eBusiness account and access the EUS application to validate eBusiness/application requests.

It is the organisation’s responsibility to advise eBusiness if an OA has left the organisation and to designate a new OA.

Step 3 – Victorian Housing Register team provides access to the application.

The department grants the user access to eBusiness and the application.

This step can only be completed when the Victorian Housing Register team have confirmed that the staff member’s OA has approved their use of the application in eBusiness.

Step 4 – Confirmation email sent to staff

A confirmation email is automatically sent from eBusiness to the staff member confirming access has been granted to the application.* The email will contain the eBusiness username and password, if applicable.

*It may take up to 24 hours for access to be activated.

Staff who requested access to the application via an existing eBusiness account should ignore the login details in the automated email. They should continue to use their existing login credentials.

Step 5 – Access the eBusiness portal and the application

1. Go to the eBusiness site:

2. Login to your eBusiness account.

Figure 18: eBusiness login screen

[pic]

18. Click on the Victorian Housing Register Application icon in the Homepage. The application will now open.

Figure 19: eBusiness homepage

[pic]

Case examples for eBusiness registration

Case organisation

Hodges Support Service provides homelessness and support programs from six location sites. Offices located in Fitzroy, Sunbury and Prahran deliver homelessness services (e.g. IAP) and staff have access to the Opening Doors application. Offices in Dandenong and South Melbourne deliver case management services only. The Sunshine office provides both homelessness and case management services.

Each site has been registered in eBusiness with the following organisation names:

• Hodges Support Service – Fitzroy

• Hodges Support Service – Sunbury

• Hodges Support Service – Prahran

• Hodges Support Service – Dandenong

• Hodges Support Service – South Melbourne

• Hodges Support Service – Sunshine

Historically, management have directed current and new staff to register for eBusiness under the organisation name that was originally registered with the department according to office location.

Jane Smith has worked at Hodges Support Service located in Fitzroy for two years. When she commenced employment and upon registering for a new eBusiness account, Jane selected Hodges Support Service – Fitzroy as the organisation name. She has a current eBusiness account, jane.smith, with access to the Opening Doors application.

Scenario 1 – single work location or single organisation name

Jane continues to work at Hodges Support Service in Fitzroy and requires access to the Victorian Housing Register Application (VHRA). Once she has access she can begin submitting applications on behalf of her clients accessing homelessness services. Jane can request access to the application using her existing jane.smith eBusiness account. She should follow the steps in Part B of the VHRA eBusiness Registration Guide.

Scenario 2 – multiple work locations

Jane has renewed her contract with Hodges Support Service and will now work three days a week in the homelessness team at the Fitzroy office and two days a week providing case management at the Dandenong office. Jane requires access to the VHRA at both work sites to begin submitting applications on behalf of clients requesting both homelessness services and case management.

Jane can request access to the VHRA for work performed at the Fitzroy office by using her existing jane.smith eBusiness account. She should follow the steps in Part B of the VHRA eBusiness Registration Guide.

Jane will need to register a new eBusiness account for work performed at the Dandenong office. This is because having two organisation names linked to her jane.smith account will cause conflict with the VHRA in eBusiness. She will need to add extra letters to the end of her family name to ensure eBusiness does not create a duplicate account. Jane should select “Hodges Support Service – Dandenong” when asked to select the organisation name during the registration process. All staff with access to the VHRA at the Dandenong office are able to view and manage the same applications. Jane should follow Part C in the VHRA eBusiness Registration Guide.

Scenario 3 – previously employed at a different organisation

John Anderson has commenced employment with Hodges Support Service in Fitzroy. He previously worked at Endeavour Hills Housing in the homelessness team. At John’s previous place of employment he had access to the Opening Doors application and thus he has an existing john.anderson eBusiness account that is linked to organisation name ‘Endeavour Hills Housing’.

To access the VHRA at his current place of employment John will be required to remove the john.anderson account. He will then be able to register a new account using the same name credentials, that is, John Anderson. John will need to contact eBusiness IT Support on 1300 799 470 and request that the account be deleted.

Please note, it is the organisation’s responsibility to advise eBusiness when a staff member leaves the organisation. The previous staff member’s account will need to be de-registered. This retains the security of the system and is in line with the eBusiness Access Agreement between the department and the organisation.

Scenario 4 – employed with multiple organisations

Jane Smith continues to work three days per week at Hodges Support Service in Fitzroy however her contract with Hodges Support Service in Dandenong has ended. Jane was able to secure employment with the Stronger Families Support Network working two days a week. Jane requires access to the VHRA at both organisations.

Jane can continue to use her existing jane.smith account when based at Hodges Support Service in Fitzroy.

Jane will need to register a new eBusiness account for access to the VHRA at Stronger Families Support Network. This is because having two organisation names linked to her jane.smith account will cause conflict in eBusiness. She will need to add extra letters to the end of her family name to ensure eBusiness does not create a duplicate account with the same name credentials. She should follow Part C in the VHRA eBusiness Registration Guide.

Scenario 5 – specific business processes

If your organisation has multiple sites or program areas that are registered in eBusiness as separate organisation names, the organisation needs to consider how best to manage their housing applications. Or, if your organisation wishes to manage housing applications that are assessed as highly sensitive by your organisation, you may wish to restrict access to these applications to specific workers.

For example, Hodges Support Services has restructured. As a result, senior management have decided that staff at any office location should be able to manage and view all housing applications submitted by Hodges Support Services. This will ensure that if a client contacts the Fitzroy office with an application enquiry, staff at the Fitzroy office will be able to respond despite the application being lodged by the Dandenong office.

Management of Hodges Support Services has further decided that all family violence applications deemed of a highly sensitive nature are to be managed by select staff, regardless of office location.

To provide staff across different offices and programs access to the same housing applications, the organisation will need to nominate an organisation name and staff will be required to register new eBusiness accounts. You must contact the Victorian Housing Register team by emailing VictorianHousingRegister@dhhs..au or call 1800 128 496 to discuss the registration process prior to implementing such changes.

Troubleshooting

There are a number of steps in the registration process that can cause registration delays. The information below provides advice 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 validate 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 therefore cannot approve the eBusiness request.

• The OA is on leave and has not approved the eBusiness request.

• The OA does not know the staff member and cannot confirm their identity.

• The staff member selected the wrong organisation name and therefore the request has been sent to the wrong OA.

If the OA no longer works for the organisation, a new OA will need to be appointed. 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 will be 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 you may not have been notified of access include:

• 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 filtered into your email Trash/Junk folder.

• You entered a yahoo or hotmail email account. The work email address must be used when registering.

To check your access, please contact eBusiness IT Support on 1300 799 470 or email ebiz@dhs..au

I received a confirmation email of my access however when I login it says access denied/invalid username and password.

Possible reasons why you may receive an error message include:

• Activation of eBusiness accounts and access to the application can take up to 24 hours.

• You attempted to reset your password several times and the account has been locked. Contact eBusiness IT Support on 1300 799 470 to reset the account.

• You have two organisation names linked to your account. Contact eBusiness IT Support on 1300 799 470 and request that the incorrect organisation name be removed.

I was registered for eBusiness through my old organisation but now work for another organisation.

If you leave an organisation and wish to register for eBusiness with the new organisation, you must cancel your previous account by sending an email to ebiz@dhs..au

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 ebiz@dhs..au and request that the staff member’s access be removed.

Support and contacts

If you have any difficulties with registration, email the Victorian Housing Register team via VictorianHousingRegister@dhhs..au.

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eg. SmithSUN or SmithVHR

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