PRODUCTS & SERVICES INFORMATIONAL PACKET

Transcription

1 PRODUCTS & SERVICES INFORMATIONAL PACKET TENMAST SOFTWARE 132 Venture Court, Suite 1 Lexington, KY 40511

2 About Tenmast Software Who is Tenmast? Tenmast Software is the combination of two great companies serving the public housing industry: Tenmast Software, based in Lexington, Kentucky, and Millennium Software, Inc., based in Ruston, Louisiana. Tenmast began in 1984 when the founder of the company was asked to create a software program to store tenant application information for a relative who managed a housing authority in Kentucky. That program, the Tenant Master Database, for which the company was named, became the seed for more than 25 modules of public housing software. In 1992, Millennium Software, Inc. was formed to serve the same need. A relative of the owner worked in public housing and was looking for a better way to manage tenant data and satisfy the ever-changing HUD requirements for data reporting. In seven years, Millennium created the fastest-growing regional software company serving the public housing industry in the south and south central states. Both Tenmast and Millennium operated on the same core principle: build accurate, easy-to-use software systems for public housing managers and provide the best software support in the industry. In 1999 Tenmast Software and Millennium Software merged their operations so, together, we can offer world-class software systems and support to the public housing industry. Over the past 20 years, Tenmast has established itself as an expert in public housing regulation and a leader in providing expert software systems for subsidized housing organizations. Today, our software covers the gamut from tenant management to accounting to maintenance and inspections, and the programs are used by more than 420 housing authorities across the country. Many of our clients have been with us since the 1980s. What is our mission? Our mission is to be the Interface between our customers and the agencies with which they interact. We are their inside track for regulatory expertise and for providing products and services that make their job easier. Our mission is measured by your reference. Our organization is built on a foundation of trust and respect for all team members and clients. We will have achieved our mission when we are recognized as the benchmark in the industries we serve. How can you reach us? For your convenience, our Marketing/Communication Services Department maintains a dedicated toll-free information line at (877) You can also reach us through at or by fax at (859) We are available to serve you between 8:00 a.m. and 6:00 p.m. Eastern time, Monday through Friday. You can also call or send directly to one of the following individuals: James Mauch President / CEO (877) ext. 223 jamesm@tenmast.com Adam Block Business Development Manager (877) ext. 239 ablock@tenmast.com Mark Lewis Product Manager (877) ext. 253 mlewis@tenmast.com Our mailing/shipping address is: 132 Venture Court, Suite 1 Lexington, KY 40511

3 Features of Tenmast Services WinTen² Database We understand that your mission is to house low income families. And we are pretty sure that your mission statement does not include "serving families through data entry in housing software." So we have created a product to make your housing job easier by reducing the time and effort required to manage your data and report to HUD. Our main strategy for achieving our goal to make your job easier is a housing software system we call WinTen². This system has been designed to make data entry efficient, provide automation for your daily tasks to reduce your time, and to provide flexible reporting options so you have access to all of your housing data. This is all accomplished by building our product on a stable, secure database. The SQL or "sequel" database technology we have adopted is developed by Sybase Corporation, which is referred to as SQL Anywhere. Sybase has been one of the leaders in database technologies and, after many months of research of a variety of SQL offerings, we selected Sybase's product because it best helps us to meet our commitment to you. Advantages of Sybase SQL database: Stable database platform Enhanced system and program security Efficient file system for your data Simultaneous access of data by multiple users Little or no database maintenance Ability to use remote database applications with easy synchronization back to main server Affordable Support Services Tenmast has a complete software support system for our clients. We provide technical support to our clients by phone, over the Internet, by mail or fax, and through visits to our clients'offices. All of our support is provided at no additional charge for the first year following your initial software purchase. Each year thereafter, you will have the opportunity to renew your contract with us for the following services: Phone /Web/Fax Support Your contract includes unlimited phone, web, and fax support. This means there is no limit to the amount of times you can call, or fax us and ask questions or get help. We have a toll-free support line and phone and/or remote (modem) support is available between 8:00 a.m. and 6:00 p.m., Monday through Friday, Eastern Standard Time. HUD Changes All HUD mandated program changes are covered under your update and support contract as long as they remain within the scope of the existing programs. Changes necessitated by changes in HUD rules, tax table calculation changes, forms and reports, and other calculations are considered normal changes and are included in your annual contract. All program changes are normally made within 30 days of the release of the HUD regulation, form, or report. Program Enhancements All modifications or enhancements to existing programs are covered under your update and support contract. Tenmast constantly adds functionality to the programs and you will receive those updates with no addtional charge. Tenmast Web Site The Client Service Area on our Web site contains a variety of resources and special features available only to our clients. This special area is updated frequently to provide you with the latest information on our software and tips on dealing with the latest HUD regulation changes and you can download program updates and manuals. Our technical support staff can also be contacted from the Client Service Area.

4 Why Tenmast Software? EXPERIENCE Tenmast Software was established in 1984, and we currently support over 440 Public Housing Authorities throughout the United States. Due to our consistent dedication to provide the best housing software, our firm seeks employees who have Public Housing experience. Our trainers have over 300 years of combined housing experience the average for each trainer is 8 years working for a Public Housing Authority. DESIGN WIZARDS SUPPORT THE KING OF PIC Tenmast offers superior design based around the business processes of your Public Housing Authority using wizards and a clear, concise user interface. The system offers consistent screen flow from program to program and consistent menus and controls in all programs. All programs talk to each other. Tenmast offers a supreme level of integration. Our wizards create a high level of automation. Specifically, our wizards: Drive consistency in data input Provide user guidance for critical processes Reduce system training time for new users Tenmast boasts a 94% retention rate over the past 10 years. Much of our client satisfaction is attributed to the great support provided by our employees. High priority issues are addressed within 1 hour (or immediately, if possible), and all issues are addressed within 2 hours. Our support team also uses Client Connect, a method where a user with your agency simply clicks a button, and our support representative can see that user s screen. Client Connect yields efficient and effective support for any issues raised. In addition, support is never billed on an hourly or individual basis. Your housing authority pays one yearly fee for support and upgrades this cost covers unlimited support usage throughout the year. Since the introduction of the PIC system to housing authorities in 1999, Tenmast has been the recognized expert in creating error-free Form records and successfully submitting those records to PIC. This expertise enables us to make a guarantee to our clients that, if they follow the procedures we developed, they will achieve submission rates in excess of 95% each and every month. As long as the clients maintain current re-exams in their system, and they follow our procedures, our clients consistently achieve that goal in both Public Housing and HCV programs.

5 Why Tenmast Software? SMOOTH IMPLEMENTATION Our Implementation and Data Conversion teams are committed to offering a smooth, acceptable, and easy transition from your current system. In addition, Tenmast converts more data than any other software vendor. Our training methods include use of your agency s data we will not train your organization with dummy data. Rather, we convert the data before the start of training, and we use that data while training your housing authority. EASY ACCESS TO YOUR DATA AREA DISCOVERY Access to your agency s data is extremely important when considering a new housing software system. Each program within the Tenmast system includes numerous reports, written/requested by our clients throughout the years. Our Custom Report Writer generates any other data you are seeking in as easy as 3 clicks. Tenmast also provides ODBC Compliant Database (easy use with Crystal Reports, Microsoft Excel, or any other program) Web Access to data Ability to export any report to Microsoft Excel Archive Capability, allowing easy access to historical reports and previous information Tenmast uses a Discovery Phase to discuss your housing authority s business processes and to set up the system to work for you. All reports and forms will be collected during this period, eliminating the need for your agency to create all the forms you currently use in the system (they will simply be available once you go live). Any additional information needed from your agency to implement a system that follows your business practices will also be obtained during this period. DOCUMENT IMAGING Tenmast offers a Document Archiving program, TenDocs, that is integrated into all Tenmast programs. TenDocs automatically indexes documents for easy retrieval for all Tenmast documents written directly to system AND for all physical documents scanned into system. Distribution of these documents is a breeze you can view, print, fax or documents from the secure archive. WORD PROCESSING Each of our programs contains a robust word processor, much like Microsoft Word. This is an important feature, allowing your agency to create, edit, and customize forms, letters, and reports. All data is merged into the custom forms. You can then print the individual form/letter or print batches of these documents.

6 HOUSING/OCCUPANCY PROGRAMS What is Different about the Tenmast Housing Programs? How are Tenmast s Housing Programs Superior? Certification Manager keeps case workers up to date on all certifications, and allows managers to track case worker production. TenDocs provides digital tenant files. PIC scores stay above the required 95%. You will never send an erroneous file to PIC. Our Transnet program is a web-based module that automates your PIC processing. The program submits records to PIC and automatically downloads PIC Error Reports, and generates easy to read error messages in plain english. The error messages not only explain the nature of the errors, but they also provide detailed instructions on how to fix the problems. Transnet can also be used to collect and format MAT data for submission to TRACS, and Rural development data for submission to MINC Online Applications flow directly into the Applicant List program. This feature decreases data entry and increases data quality. Earned Income Disallowance (EID) is easily tracked, normally a difficult and frustrating calculation. The housing programs feature built-in RIM Audit Verification. Easy Community Service tracking. Tenant Accounts Receivable does not require your agency to close one month prior to moving onto the next month. This creates maximum flexibility. This program also has powerful financial integration allowing ACH, Lockbox, and Direct Debit functionalities. New Applicants, and their family members, are fully checked by all modules for any history, including outstanding balances, previous applications, etc. This feature eliminates double data entry. Automatic PHAS/SEMAP Report Integration.

7 ACCOUNTING PROGRAMS What is Different about the Tenmast Accounting Programs? How are Tenmast s Accounting Programs Superior? Asset Management Compliancy allows for easy Asset Management Reporting. Financial Data Schedule (FDS) is built directly into the General Ledger. Tenmast offers 1-button FDS Reporting. Follow your housing authority s specific purchasing guidelines with our Purchase Order program. All purchases must be approved according to the housing authority s rules and regulations. The Purchase Order program contains an Interactive Electronic Information and Ordering Capabilities. The program provides information on multiple vendors, vendor products, catalog numbers, prices, and ordering information for easy reordering of materials. Online Budget Checking during the budgeting process. Our Budget Management program is easy to use due to its unique integration with the other financial modules. Budget Management allows you to Import and Export from Microsoft Excel. This feature is extremely helpful when manipulating budget figures. The ability to import the information following changes in Microsoft Excel makes for easy updates. WinTen2 will tag invoices to a specific grant(s), though the integration of Accounts Payable with Grant Management. Maximum flexibility is provided in the General Ledger with the ability to keep multiple periods open, including multiple fiscal years. The Grant and Budget Management programs can also span for multiple years. Automatic Inter-fund Processing (due to/due from) is provided in the General Ledger.

8 MAINTENANCE PROGRAMS What is Different about the Tenmast Maintenance Programs? How are Tenmast s Maintenance Programs Superior? Efficient Work Order entry system with a user-customizable entry wizard and job code templates to save time. Inter-AMP Billing. Generate bills from one AMP to another in the Work Order program. Time is saved and error are eliminated with the Handheld Inspection Synchronization. Tablet PCs may also be used. Bar Code scanning is available for tracking consumable and fixed asset inventory. Inventory features automatic restock purchasing, if desired. The Tenmast Inspection programs feature user-customizable inspection protocols. Tenmast provides all HQS and UPCS inspection protocols as a standard. Auto-generate Work Orders when inspections are completed. All maintenance programs are Asset Management Compliant for Central or Distributed Maintenance.

9 Tenmast Tenant Management Programs Applicant List The Applicant List program is the first point at which an applicant's data enters the Tenmast system. Applicant List allows you to track the individual records of an unlimited number of subsidized housing applicants, as well as their positions on an unlimited number of waiting lists. Accommodates user-defined unit offer/rejection/ voucher expiration policies for each waiting list Maintains user-defined set of weighted preferences to determine applicant's position on waiting lists Allows for application to multiple waiting lists Estimates rent calculation Tracks applicant's recent housing history and current waiting list activity TransNet The TransNet program is a unique technology designed to prepare files for submission to PIC, TRACS, and MTFS. Automatically submits your files to PIC without navigation through the PIC Web site Automatically retrieves PIC error reports and stores ticket numbers and PIC error reports Reports extensively on data collected from PIC Collects and formats MAT data for submission to TRACS Collects and format Rural development data for submission to MINC Once applicant data is entered into the Applicant List program, the data automatically flows through the rest of the software system. Occupancy and Rent Calculation The Occupancy and Rent Calculation program allows you to perform instant rent calculations. Occupancy and Rent Calculation maintains all information necessary to calculate a tenant's TTP (Total Tenant Payment) and tenant rent. The program handles rent calculation for all common subsidized housing program and tenant types, including: Public Housing Housing Choice Vouchers Preservation Vouchers Section 202 Section 236 Section 811 Section 8 Mod Rehab Section 221d BMIR Section 8 Manufactured Homes Rural Development (Section 515) Section 8 Homeownership Managed Projects Indian Housing Tax Exempt Section 8 New Construction State Projects Maintains household records which contain complete income, asset, and expense information Uses wizards for process oriented certifications Allows for user defined Certification Management system to ensure quality control in certifications Built-in RIM audit verification procedures Includes an integrated complete, customizable form letters module Tracks community service requirements Automatically calculates Earned Income Disallowance Manages FSS and Welfare to Work data Includes a unique report that automatically identifies missing tenant records in PIC Produces HUD with optional tenant signature block Produces a three-part HUD Produces Rent Calculation worksheet Produces Voucher Calculation worksheet Produces Form RD for USDA certifications

10 Tenmast Public Housing Programs Tenant Accounts Receivable payment history. The Tenant Accounts Receivable program is a complete tenant accounting system. The program maintains a record of tenant charges, prints tenant bills, and records Tracks rent and excess utility charges and payments Maintains security and pet deposits Tracks and bills for maintenance charges Calculates late fees Prepares and prints receipts and receipt logs Prepares and prints deposit tickets and up-to-theminute totals listings Prints HUD Contains complete integrated, customizable form letters module Displays 30/60 day balances, all future charges, and details of tenant account on one screen Maintains complete audit trail for all activity on tenant accounts Stores data on each unit in your housing authority Tenant Accounts Receivable integrates with the Tenmast Occupancy and Rent Calculation, General Ledger, Public Housing Inspections and WorkOrder programs. This enables users to enter information into the system one time without re-typing. PHAS Reporting printing of the HUD form. The Tenmast Public Housing Assessment System (PHAS) Reporting program is used to collect and format all data necessary for the preparation and Collects data from Tenmast's Tenant Accounts Receivable program for calculating PHAS Indicators 1, 3, & 5 Collects data from Tenmast's WorkOrder program for calculating PHAS Indicator 4 Collects data from Tenmast's General Ledger program for PHAS Indicator 6 Estimates PHAS score allowing your agency to take action on any areas in need of improvement Stores monthly cumulative records, one for each month in your fiscal year, used for creation of HUD PHAS Reporting integrates with the Tenant Accounts Receivable and WorkOrder programs so your data flows automatically and seamlessly between programs.

11 Tenmast Section 8 Programs Section 8 Tenant & Landlord The Section 8 Tenant and Landlord program manages your Section 8 voucher tenant and landlord data. The program is used to process and print subsidy checks for these individuals. Supports all current HUD-approved methods of Section 8 subsidy including the following: Housing Choice Vouchers Preservation Vouchers Mod-Rehab Mod-Rehab Additional Portable Vouchers Prepares and prints tenant URP and landlord HAP checks URP checks can be produced as a single check for a utility company or single checks for each tenant HAP checks can be produced as a single check for each tenant contract or a single check for each landlord with multiple tenant contracts Supports ACH direct deposit for landlord checks Maintains tenant and landlord history files Calculates cumulative totals on Family Self- Sufficiency (FSS) escrow accounts The Section 8 Tenant and Landlord program integrates with Occupancy and Rent Calculation, Rent Reasonableness, General Ledger, Section 8 Inspections, and Check Reconciliation programs. This enables users to enter information into the system one time without retyping. Rent Reasonableness Reporter The Tenmast Rent Reasonableness program has two functions: maintain a database of assisted and unassisted units within your agency's jurisdiction, and compare these units' costs and amenities to determine reasonable rent charges when Section 8 tenants submit Request for Lease Approval (RFLA) forms. Performs narrow-focused or broad comparisons of proposed units to unassisted units in the area Matches proposed units to comparable unassisted units in database using up to 35 user-defined characteristics Highlights top three comparable units for fast reference Allows user to conduct "What If" analysis by changing comparison criteria in the middle of comparisons Includes unique scoring function that makes it easy to compare units Uses absolute comparisons (equal value is placed on all unit features) or weighted comparisons (user can place values on those features more desirable in your local housing market) Classifies units by neighborhood or census tract Performs utility allowance calculations for each unit and compares gross rent The Rent Reasonableness Reporter program integrates with Section 8 Tenant and Landlord and Occupancy and Rent Calculation programs. This enables users to enter information into the system one time without retyping.

12 Tenmast Accounting Programs General Ledger HUD accounts. The General Ledger program is a fully integrated self balancing double-entry ledger system capable of controlling all normal Features include: Tracks an unlimited number of funds Accepts account numbers up to 94 characters long Accommodates up to 10 account segments Tracks encumbered monies that are outstanding Automatically maintains interfund balance entries Drill down capabilities allow you to quickly determine account details Distributes funds across multiple projects User defined allocation table Leaves funds open for multiple years/periods Maintains multiple journal vouchers at once with the ability to edit entries at later dates Edits reports without leaving the program Maintains history by marking funds inactive Reports group numbers for easier financial reports Includes custom report writer for user defined financial reports Seamlessly integrates with third-party reporting programs for more flexible reporting Includes many built-in reports, including HUD's Financial Data Schedule (FDS) Pay to Accounts Payable The Accounts Payable program is your financial management system's central point for tracking invoices, generating payments, managing cash flow, and producing year-end compliance reporting. Features include: Records each vendor record with basic identifying data, invoice and payment history Tracks HUD-2516 statistical data Organizes vendor database is by both vendor name and unique vendor number Includes list of individual invoices in each vendor's record Each invoice record can have an unlimited number of line items Generates an array of reports on all aspects of its financial activities Prints checks and vouchers to your specifications Lays out every item printed on the check to match your check stock Includes laser invoice descriptions Complies fully with GAAP and HUD requirements Integrates with the Purchase Order program so data is entered only once Purchase Order The Purchase Order program controls the creation of requisitions and purchase orders for all your agency's acquisitions. When the items on a purchase order are recorded as received, the program checks to see if any of the items are in the Consumable Inventory database. If they are, it automatically updates the inventory levels of those items in Consumables. The program's database maintains a record of every purchase order issued. You can use this history database to reuse standard purchase orders, such as a monthly order of cleaning supplies that rarely changes. Features include: Multiple unlimited shipping locations Issues blanket purchase orders Easy management of vendors with increased sorting capabilities

13 Tenmast Accounting Programs The Payroll program can perform Payroll payroll calculation for both salaried and hourly employees, manage multiple types of leave time, and calculate a wide array of standard and non-standard deductions. Payroll enables you to maintain an individual record for each employee, including pay information, overtime and leave tracking, individual payroll deductions, and basic human resources data. Deductions can include federal, state, and local taxes, insurance, retirement, and various payments. Calculates pre-tax deductions Includes check registers, pre-check listings, quarterly, monthly, and annual cumulative totals, the standard W-2 and the Federal Report 941 Integrated directly with the General Ledger program for account verification and posting Updates are annual federal and state tax tables Fixed Assets Inventory The Fixed Assets Inventory program tracks the depreciation and disposal of your agency's items of capital inventory. Each item's record includes its make, model, serial number, inventory number, current inventory location, acquisition data, and depreciation history and projections. Produces a list of all fixed assets in a specific location for inventory control during move-outs and move-ins Provides unit inspectors with a complete serialnumbered list for checking the agency property in the specified housing unit Calculates and updates straight-depreciation for all assets in the system. Records assets disposed before the end of their useful life Posts depreciation and disposal directly to the General Ledger. $ Check Reconciliation Check Reconciliation works with the General Ledger, Accounts Payable, Payroll, and Section 8 Tenant and Landlord programs enabling you to record bank transactions as they are posted to your agency's accounts. The program provides a link between your WinTen system's financial records and those of your bank. Generates reports that provide you with easy references on each bank account's status. Automatically passes transaction data to Check Reconciliation from all other financial programs Enters data for handwritten checks and other bank charges/nsf checks as they occur. Ability to post manually entered data to the General Ledger, thus allowing for an "enter once" process that updates all applicable records.

14 Tenmast Accounting Programs Grant Management Tenmast's Grant Management program assists housing authority employees with the fiscal aspects of grant management. Manages grants spanning multiple years Grants can begin in any fiscal year Assign grants to specific projects User-defined grant phases Easily track changes in any grant Displays all invoices that are used for grant items Tracks contracts that are attached to grants Tracks contractors and subcontractors Tracks one contract connected to multiple grants User-defined work items for contracts Define estimated cost and actual cost Set milestones for each grant including target dates and actual dates Generates customized reports Reports include hard and soft expenses Grant data appears in GAAP reports Includes complete auditing of all grant activities Demonstrates vendor compliance Directly integrates with Tenmast's Budget program The Tenmast Budget program Budget allows you to create and track an unlimited number of budgets. Our Budget program integrates with the General Ledger program so that repeated data entry is eliminated. Let Tenmast make the set up and maintenance of your budget easier! Generates budget reports from on your ledger Create and revise your budget all in one spot Ability to set limits on budget by line item Automatic warning indicators alert you to budget limits Uses accounting funds to generate your budget Keeps track of any budget revisions Tracking of budgets over multiple fiscal years Maintains history or "lifecycle" of budgets

15 Tenmast Maintenance Programs The WorkOrder program manages WorkOrder and tracks maintenance work order data, including consumable inventory items used and employee time consumed in completing each work order. Automatically posts service charges to a tenant's account in Tenant Accounts Receivable Tracks employees involved in the completion of each work order Automatically reduces inventory for items used Produces statistical reports on work performed over a set period of time Tracks data to determine PHAS percentages Produces a PHAS worksheet with the breakdown of PHAS percentages The WorkOrder program integrates with Tenant Accounts Receivable, Consumable Inventory, PHAS, Section 8 Inspections, and Public Housing. Inspections. Consumable Inventory The Consumable Inventory program provides current inventory tracking for all consumable items and supplies in your agency's inventory. While it is most frequently used to track maintenance supplies, you can just as easily track office supplies or any other items your agency uses and expends on a regular basis. Records every movement of items into or out of inventory Integrates with the Purchase Order program to record receipts of goods ordered Integrates with the WorkOrder program to adjust items "consumed" on work orders Always provides current inventory of each item All item records contain availability and cost information Enhanced tracking capabilities simplify audit procedures The Consumable Inventory program integrates with the Purchase Order and WorkOrder programs. Public Housing Inspections Standards) inspection requirements. The Public Housing Inspections program is designed for complete compliance with REAC's UPCS (Uniform Physical Condition Section 8 Inspections requirements. The Section 8 Inspections program is designed for complete compliance with HQS (Housing Quality Standards) inspection Tracks and schedules inspections and re-inspections Prints tenant notification letters Produces inspection result reports Updates the inspection data on your 50058's Integrates with WinTen WorkOrder program to generate work orders for deficiencies fund Tracks tenant charges and inspection dates Integrates with handheld computers that inspectors can use to conduct inspections and record results in the field The Public Housing Inspections program is fully integrated with the Occupancy and Rent Calculation, Tenant Accounts Receivable, and WorkOrder programs. Tracks and schedules inspections Tracks and schedules re-inspections Tracks landlord notification and inspection dates and sharing unit data Prints tenant and landlord notification letters Produces the required HUD form Updates the inspection dates on your 50058's Integrates with handheld computers that inspectors can use to conduct inspections and record results in the field The Section 8 Inspections program is fully integrated with the Occupancy and Rent Calculation and Section 8 Tenant and Landlord programs.

16 Additional Tenmast Programs Custom Report Writer Master Setup Custom Report Writer is a reporting tool that can used with any of the WinTen² programs. The program features a complete data dictionary which shows all of the databases, tables, and data fields used by the WinTen software suite. It enables the user to create and format virtually any report from the data system. Creates reports through the use of a wizard that guides you through selection of databases and data fields to use and filtering options for those fields Once created, stores report templates that can be used to run same reports over again Accommodates customized report layouts Allows for a high degree of control over appearance and content of reports through the use of a report designer interface Once created, custom reports can be added permanently to other Tenmast programs Includes flexible user security Includes advance features such as: complete data dictionary (with field names and descriptions) report wizards automatic data sorting, group totals, and grand totals report style sheets simple and advanced data filters pre-designed queries for ease of use graphic/image support in reports mail merge capabilities data export for use in Microsoft Excel and other third-party programs The WinTen Master Setup program is a configuration management program for all other WinTen programs. IRS/1099 Update Manager The IRS 1099/Magnetic Media program handles your agency's 1099 processing at the end of every calendar year. Gathers vendor and landlord data from Accounts Payable and Section 8 programs Produces one 1099 form for each tax entity (individual or organization) Prints 1099 forms and mailers and produces a 1099 Magnetic Media data submission file for transmission to the IRS IRS 1099/Magnetic Media is included with the purchase of the Accounts Payable or Section 8 Tenant and Landlord program. Tenmast's Update Manager program is a Web based utility which automates the download and installation of updates to the Tenmast programs. Logs into the Tenmast Web server and checks for available updates Compares the version of programs on your system with the available updates and downloads new versions Displays and Prints Update Notes Update Manager comes with the purchase of any of the Tenmast programs. Controls security settings for all Tenmast programs Maintains fund accounting data and checking account information Master Setup comes with the purchase of any of the Tenmast programs.

17 T Pay to Accounts Payable Prints vendor checks Recurring Invoices Accounting Integration Chart Maintains capital inventory Calculates depreciation Fixed Assets Inventory Grant Management Purchase Order Grant Drawdowns Contract Management $ Manages procurement through quotes, requisitions and purchase orders Employee Access Provides payroll check histories for employees Payroll Calculates payroll Direct Deposit General Ledger GAAP compliant FDS reporting Flexible reporting $ Check Reconciliation Reconciles Bank Accounts Budget Management Creates and tracks multiple budgets Related Utlities... Update Manager Custom Report Writer Master Setup Web-based utility to update all the Tenmast programs. Creates custom reports Export to Excel Maintains user security

18 Bills tenant for excess utility usage (Pocket PC) Accounting Modules Consumable Inventory Public Housing Integration Chart PHAS Reporting Public Housing Inspections TransNet Calculates and prints the HUD Schedules and performs UPCS-compliant inspections (Desktop, tablets, and Pocket PC) Start Here Error checks your s Automates PIC Submissions Translates PIC errors to english Applicant Access Submit error-checked housing applications online Applicant List Maintains Waitings Lists Income Targeting Occupancy and Rent Calculation Certification management Calculates tenant rent Prints HUD Meter Reading Tenant Accounts Receivable Maintains tenant charges Prints tenant bills Records payments Records consumables inventory quantity in real time Bar coding with Pocket PC WorkOrder Creates work orders Tracks PHAS reporting Generates tenant charges Remote management by cell phone Related Utilities... Update Manager Custom Report Writer Master Setup Web-based utility to update all Tenmast programs. Creates custom reports Export to Excel Maintains user security

19 + C Shelter Plus Care Tracks service providers and cost of services TransNet Error checks your s Automates PIC Submissions Translates PIC errors to english Section 8 Tenant and Landlord Prints landlord and tenant checks Prints SEMAP form Landlord Access Provides landlords with online access to their checks/inspections Accounting Modules Housing Choice Voucher Integration Chart Start Here Applicant Access Submit error-checked housing applications online Applicant List Maintains Waiting Lists Income Targeting Occupancy and Rent Calculation Certification Management Calculates tenant rent Prints HUD Rent Reasonableness Rent Comparisons Rent Increase Approvals Section 8 Inspections Schedules and performs HQS inspections Supports handhelds Related Utilities... Update Manager Custom Report Writer IRS/1099 Master Setup Web-based utility to update all Tenmast programs. Creates custom reports Exports to Excel Creates and prints 1099's for landlords and vendors Maintains user security

20 TenDocs Powered by Tenmast Software Tenmast Document Imaging What Is TenDocs? TenDocs is Tenmast s answer to your document imaging needs. Tenmast has partnered with NowDocs to customize a program to integrate with our system. You are able to seamlessly go from a Tenmast screen or report to capturing that image and storing that document for retrieval or distribution. There are two ways to capture data in TenDocs. One way is to scan documents. An example of this would be when an applicant comes in to apply for housing and brings several documents, such as a driver s license and income verification (pay stubs). These documents need to be kept with that applicant s information. With TenDocs, these documents can be scanned and tagged to follow that applicant throughout our system. Another way to capture data is directly from the Tenmast program. ERM, Electronic Report Management, is used when it is necessary to keep a report that is generated within Tenmast Software for auditing purposes or for distribution within the housing authority.you can select the report and hit the TenDocs archive button. Finding documents in the TenDocs system is easy. As each document is entered into the system it is tagged with an ID and report type. Each document falls into one of the following document categories: Assets Employee (for Payroll information) Household (for any tenant information) Report (for all reports) Public Housing and Section 8 units Vendor (Accounts Payable information) Work Order (WorkOrders information) By tagging each document with a Document Category and Document Type you can filter your documents for easy retrieval. Once you locate a saved document, you can view, print, , or fax the document by the simple touch of a button! Go Paperless! TenDocs creates a paperless environment in your agency. This means you a) lose the paper shuffle, b) can find information you need with the click of a mouse, c) no longer have to worry about storage for all of your paper files and d) have a cost reduction in your paper supplies costs. Be Productive! Doesn t everyone want to be productive? TenDocs does that for you by giving you back some of your time. The paperless environment alone will increase productivity. In addition, time is saved by cutting down on the trips from your desk to the copier, back to your desk, and back to the copier, etc. Retrieving documents is so much easier as you don t have to leave your desk to go on the hunt for a tenant file and finally you can send the documents directly to people via or fax. Now you can take your extra time and concentrate on your mission of housing low-income families! Get Secure! Security is a huge consideration for all agencies when it comes to sensitive tenant data. With paper systems, security is compromised in a number of ways. Many times, paper is just lying around and in some agencies; paper documents for tenants can be at multiple sites. Also, with paper files, many people have access to documents and this can create security issues, as well. Finally, paper can be destroyed with water and/or fire. TenDocs solves all of these security issues for your agency. Send it on! TenDocs makes distribution of documents and reports easy. The system provides for a central control. From the archive view, you can view, print, fax or documents. Documents are easily accessible and then just as easily sent to the people who need them. Another bonus for distribution is the growing need to hand your auditors a disk with the documents they need to do their job. Generating a media disk and handing it to an auditor is a clear example of not only the easy distribution of documents and reports but also of the amount of time you can save and your auditors can save pulling files.

21 partner.access Powered by Tenmast Software What is Partner Access? Tenmast s new Partner Access products are tailor-made to save you time and money in all these areas and allows you to give your landlords, employees, and applicants an even higher level of service than you already give. Your landlords, employees, and applicants are partners to your agency. Our Partner Access products are Web-based programs that give these partners limited, secure access to your software via the Internet. Each partner can access only very specific data that pertains directly to them. The real value is that they can do this any time, anywhere, from any computer with an Internet connection and reduce the amount of time your staff spends responding to these requests. On the back end, Partner Access integrates fully with your Tenmast system. This provides economy and efficiency for you and 24-hour service for your partners. We currently offer three Partner Access products: Landlord Access, Employee Access, and Applicant Access. landlord.access Powered by Tenmast Software employee.access Powered by Tenmast Software applicant.access Powered by Tenmast Software Landlord Access gives your Section 8 landlords online access to check histories. After logging into your Partner Access Web site with a secure user name and password, a landlord can view or print the voucher for their current check. Each voucher includes the check date and amount; any direct deposit information; and the name, address, and amount for each tenant included in that check. This means you can provide even better service and convenience to your landlords, since they can view their entire check histories, not just the current check, and they can do so 24 hours a day, 7 days a week, right from their own offices or homes. This also means your agency no longer has to print and mail vouchers for landlords direct deposit payments you mail only the live checks. Landlords with direct deposit can log into your Web site at any time to get their vouchers. And if your agency chooses to go 100% direct deposit for landlords which is fully supported by our Section 8 Tenant and Landlord program you no longer have live checks to send. No printing. No paper. No envelopes. No stuffing. No postage. Employee Access is very similar to Landlord Access, except it provides payroll check histories for your own employees. Like landlords, your employees will also have secure user names and passwords for your Partner Access Web site. An employee can view or print the voucher for their current paycheck or any prior check. And, just like Landlord Access, this eliminates your need to print vouchers for payroll direct deposits and it gives your employees more flexible access to their payroll records. You don t have to print anything unless you choose to print live checks for your employees. No printing. No paper. No envelopes. No stuffing. No postage. None. Applicant Access can also reduce the time and energy your agency spends processing housing applications. Applicant Access is a custom Web linkfor your housing authority that enables your applicants to submit housing applications online. This increases the level of service you offer your applicants, because an applicant can submit a housing application from any computer with an Internet connection. This also improves the integration of your services with the social service agencies in your community, because they can access the online housing application and work with families to submit applications. Applicant Access also reduces your staff time entering applications manually. The online application will collect all data necessary for a complete housing application, including the applicant s selection of your waiting lists. Since the program incorporates automated error-checking, the applicant can t submit invalid information or an incomplete application. When you receive an application over the Web, your staff can view or print it and can approve or reject it. If you approve an application, it is imported automatically into your Applicant List program. No re-keying required. Savings in staff time translate directly to saving money.

22 What is HIP? HIP is a Web-based, online business information system that provides historical, current, and predictive views of your housing authority operations. Using measurements you select (known as Key Performance Indicators or KPIs), HIP automatically extracts, analyses, and reports up-to-date insights into your operations and tracks progress toward your goals. HIP eliminates many of the reports and spreadsheets you use today to track and analyze critical agency information and provide insight into trends and the decisions you need to make. Using data from the Tenmast system, HIP generates graphical analyses of trends, warnings, and comparisons that reflect the critical success factors of your agency. And you can click on any graph or chart in HIP to drill down and see the detailed data. The system is highly customizable and many security settings are available to fit your needs. Advantages of HIP Performance Metrics Each KPI you select for your HIP system is a performance metric that tracks the housing authority s activities and measures your progress toward reaching operational goals, including compliance requirements. HIP monitors individual responsibilities and encourages improvement, effectiveness, and appropriate levels of control with your organization. User Warning Limits Each KPI you select for your HIP system can have its own warning limits and each user in your organization can have a different limit for the same KPI. For example, the Executive Director may want to the know when vacancies exceed 5% of total units, while each project manager may want to set the limit at 3%. With warning limits, a quick glance at the HIP screen will tell you whether the metric is within range or needs attention. Graphical Display Generally speaking, data is not fun to look at and extracting all of the lessons data has to offer from looking at lists or tables is not the best use of your time. A picture is worth a thousand words and a graphical display of the data makes it easy to see what is important. And a real-time display of your critical metrics makes it easier to spot trends or problems early and correct them before it s too late.

23 Tenmast Web Design and Hosting Having a presence on the Word Wide Web is becoming more important for housing authorities. Potential tenants, landlords and vendors are using the Internet to research your agency and the programs you offer. Let Tenmast create a Web Site that s customized to meet the specific needs of your housing authority. Benefits of Web Design and Hosting Community Outreach: Anybody can find out all there is to know about what you do (applicants, landlords, vendors, etc)- compelte with photos, maps, diagrams, etc- at a fraction of the cost from traditional means, as well as publicize special offers and events, quickly and easily Clear & Direct Messaging: Tenmast has experience in developing websites specifically for Public Housing Authorities and can produce a site that s attractive and direct for the user, without lots of clutter that can distract the viewer Saves Time & Money: Having this output of information that is easily accesable and available any time- day or night-, allows common questions to be answered and standard forms to be obtained without the need for contact with the Housing Authority staff; thus reducing phone call volume and giving your staff more time to work on projects at hand Why Tenmast? Framework is set up for Public Housing...reducing costs of new design(s) Greatly reduced start up costs, i.e. no acquisition of additional hardware Professional/knowledgeable staff to guide you through the process Web site is maintained throughout the year by our technical staff We are committed to making your job easier! What s Included... All website packages come with the following: Full website with design/artwork Web hosting* Programming Domain registration/support* Website customization & maintenance *To operate a Web site, a Web host is required for the application. A Web host is typically a company or organization equipped with a Web server and high speed Internet connection. This Web server stores the information, images, content, etc for your Web site and makes it accessible via the Web. As part of the website purchase, we host the website for you, taking away any additional worry of the hosting process. **To publish a Web site on the Internet, a registered domain must be obtained (i.e. Tenmast will assist in finding and registering an available site for our customers. Take A Look... Web Packages Available Feature Basic Premium Home page Mission Statement page Contact Info Employment Posting Links page Agency History Map to Office FAQ Page (Frequently Asked Questions) Board of Commissioners Staff Roster Agency Housing Programs Development Profile w/ Floorplans Downloadable Application Document Downloads Community Information Need More? We offer a variety of additional enhancements that can help customize your website to meet all of your Housing Authority s needs. To discuss these options, please call our sales office at Visit a sample website at of a fictional housing authority. This site would be customized with your information, logo, color schemes yet save money because the framework is already set up to accommodate the needs of Housing Authorities.