Preparing Chintaro for running the NSW AHO (Aboriginal Housing Office) Report

The AHO Report is submitted on a monthly basis by Aboriginal Housing organisations in New South Wales and is generated through Reports and Exports > NSW Reports > AHO Report. 

This solution details the requirements if the AHO Report, which Reference Tables mus be updated and where to find the data in Chintaro. 

TABLE OF CONTENTS

• Preparing the Reference Tables for accurate data collection
• Preparing the Client Screen for running the AHO Report
• Preparing the Property Screen to run the AHO Report
• Preparing the Tenancy Screen for running the AHO Report
• Preparing the Maintenance Screen for running the AHO Report

Preparing the Reference Tables for accurate data collection

Before you begin with entering the data below, you must check the following Reference Tables have been updated and accurately reflect the information below. All Reference Tables are accessed through Home > System Maintenance > Reference Tables.

Parameters

System Maintenance > Reference Tables > Parameters

If you have never used Chintaro for the AHO, you will need to enable it from the Parameters Reference table.

Find the row "AHO" and the column "Parm Number" and set it to 1

Transaction Type

System Maintenance > Reference Tables > Transaction Type 

Any incomes for the organisation will need to flagged as such for the AHO under Reference Tables by ticking Rep Income column.

Asset Condition

System Maintenance > Reference Tables > Asset Condition

The Property Condition reference table needs to be set up with these options

• Below Maintained
• Maintained
• Well Maintained
• N/A

Reason for Leaving

System Maintenance > Reference Tables > Reason for Leaving

Reason for Leaving need to be set up properly and updated whenever vacated. Evictions need to be set up properly with the Eviction field ticked in the reference table.

• Long Term Care
• Short Term Care
• Eviction/Breach
• Tenant initiated exit
• Provider initiated exit
• Prison
• Tenant requested Transfer
• Provider requested relocation
• Uninhabitable 
• Re-sign
• Repairs
• Tenant Left/Abandoned
• Deceased
• Rent Arrears
• Relocation/Transfer
• Untenanted (never moved in/created tenant in error)
• NA

Untenantable Reason

System Maintenance > Reference Tables > Room Status Untenantable

The table Room Status Untenantable needs to have the following options:

•Vacant Restoration

•Major Planned Works

•N/A

Preparing the Client Screen for running the AHO Report

AHO need to know every person living in each AHO property, and every person in the household should be entered into Chintaro with the following details:

• Name 
• Relationship
• DOB
• Gender

Screen and Field Name	Screenshot in Chintaro	Description	Reference Table
Given Name and Surname			N/A
Gender		Select from drop down list.	Gender System Maintenance >  Reference Tables > Gender
Relationship		Each of these Household members will be added into Chintaro as Clients, and then linked to the Primary Tenant. Please see Setting up a Household for more details on how to structure this if you're unfamiliar on this process.	Relationship System Maintenance >  Reference Tables > Relationship
Date of Birth			N/A

Preparing the Property Screen to run the AHO Report

Special consideration must be taken with entering the following fields:

Screen and Field Name	Screenshot in Chintaro	Description	Reference Table
AHO#		The AHO# field must be filled out with the "PRN" (Property Reference Number). This number will be provided by the AHO	N/A
Address		Address is important - Each component should be separated by spaces (Number, Street name, Street type). Street types should be the full word - not abbreviations ie Street not St.	N/A
Property Condition	SQLx version: Access version: Property Screen > Additional Details function	Each Property must have the property condition updated. There is a corresponding date (Condition Rating Date) - this should be the date the last condition rating was set. (The Condition Rating Date is not currently used for the export.) The Property Condition field is found on the Main Property screen in Chintaro SQLx versions and it is found on the Property> Additional Details screen in Chintaro Access versions.	Asset Condition System Maintenance > Reference Tables > Asset Condition The Property Condition reference table needs to be set up with these options Below Maintained Standard Maintained Well Maintained NA
Room > Vacant Tenantable 'Because'		Each Vacant Untenatable period needs to have a reason selected.	Untenantable Reason System Maintenance > Reference Tables > Vacancy Reason The table Room Status Untenantable needs to have the following options: •Vacant Restoration •Major Planned Works •NA

Preparing the Tenancy Screen for running the AHO Report

Each active Tenancy must have transactions, and vacated tenancies have a leaving reason as per AHO requirements. 

Field Name	Screenshot in Chintaro	Description	Reference Table
Tenancy Transactions	N/A	All payments recorded in Chintaro are calculated totals by the AHO report.	Transaction Type System Maintenance > Reference Tables > Transaction Type  Any incomes for the organisation will need to flagged as such for the AHO under Reference Tables by ticking Rep Income column.
Leaving Reason		When a tenant is Vacated, we need to capture the reason they left. This will be entered under "Leaving Reason".	Reason for Leaving System Maintenance >  Reference Tables > Reason for Leaving Reason for Leaving needs to be set up properly and updated whenever vacated. Evictions need to be set up properly with the Eviction field ticked in the reference table. Long Term Care Short Term Care Eviction/Breach Tenant initiated exit Provider initiated exit Prison Tenant requested Transfer Provider requested relocation Uninhabitable  Re-sign Repairs Tenant Left/Abandoned Deceased Rent Arrears Relocation/Transfer Untenanted (never moved in/created tenant in error) NA

Preparing the Maintenance Screen for running the AHO Report

Each Maintenance Task must have the following fields entered, to be included on the AHO Report. 

Field Name	Screenshot in Chintaro	Description	Reference Table
Maintenance Type		Select from drop down list.	Maintenance Type System Maintenance >  Reference Tables > Maintenance Type
Urgent		Select from urgency types drop down.	Urgent Types System Maintenance >  Reference Tables > Urgent Types
Reported Date		Enter the date the works were reported, if not today's date.	N/A
Actual Completed Date		Enter the date of when the works were completed.	N/A

Once you have prepared, by following the above steps, you are now ready to run the report. Please follow this guide on How to Run the AHO Report