Personal Housing Plans

This article explains how to create, edit and utilise the Personal Housing Plan (PHP) feature within HPA2. 

TABLE OF CONTENTS

• Creating a new PHP
• Editing the PHP Contents
• Adding Tasks to the PHP
• Publishing the PHP & Managing Client Access
  • Publishing the Plan
  • Viewing the PHP as the Client
  • Notify of Changes
  • Re-send Activation Email
  • Client Uploads
• Viewing the PHP History

Did you know: Personal Housing Plan templates can be configured by local users with appropriate permissions? For example, they can be setup to pre-populate with any data held about a client from within the existing workflows. For guidance on configuring PHP templates, see this article.

Creating a new PHP

Creating a new PHP is very easy. It's important to only create a PHP once you have answered all the relevant tasks and questions within the case workflow. This is because PHP templates often make use of "Placeholders" which pre-populate the plan with information held within the workflow at the point of creation. If you have not answered these questions, then the plan will not populate with this information. If you're satisfied you've answered all the relevant questions, follow the below steps:

1. Navigate to the "Plan" page of the client record
2. Choose a Template from the dropdown
3. Click "Create new plan"

Editing the PHP Contents

Once you've created your plan, you can then edit it to your own requirements. PHP Templates exist to reduce the need for manual editing of PHPs once created, but you may still need some minor amendments for niche scenarios. If there are edits you're frequently making, then this could be mitigated by editing the overall template. Speak to one of your System Administrators to resolve this. To edit the plan, follow these steps:

1. Click the "Edit the Plan" button within the toolbar
2. Hover over then click the item of the plan you'd like to amend
3. Make your necessary edits
4. Click "Update Question"
5. Repeat as necessary (i.e. edit other items) then click "Close Edit".

Adding Tasks to the PHP

Tasks are items on the plan which are assigned to either the officer or the client. Tasks have a due date (which is editable by the officer) and can also be marked as completed by the officer or client (clients can only mark their own tasks as completed). The list of tasks is bespoke to each template - if you have common actions you would like to add to the list, speak to a local System Administrator to ask them to update your template. To add tasks into your plan, follow these steps:

1. Click the "Edit the Plan" button within the toolbar
2. To add a task for yourself, click "Add a task for you", to add a task for the client, click "Add a task for them".
3. Select a task from the available dropdown.
4. Optional: Make any edits to the "Edit Task Instruction" section and the due date.
5. Click Add 
6. Repeat as necessary (i.e. add more tasks), then click "Close Edit"

Publishing the PHP & Managing Client Access

Once you are satisfied with your PHP, the next step is to send it to the client. Personal Housing Plans published within HPA2 are accessible by your clients via their "Client Portal". The following steps will explain how to publish your PHP and how to manage a client's ongoing access to their plan - including when you make updates. 

Publishing the Plan

Follow these steps to issue your plan to the client:

1. Ensure you have an Email address stored against the client's record
2. Click "Publish" within the Plan page of their record

Note: If the client doesn't have an email address, you can still "Publish" the plan. A pop-up message will display advising that the client hasn't been notified of their new plan.

Viewing the PHP as the Client

A useful tool available to you after publishing the plan, is to be able to open up the Client Portal for your client and see how the plan looks for them. To do so, follow these steps:

1. Ensure you have published the plan (see previous section of this article)
2. Click the "Open Client's Portal" toolbar button

Note: After clicking the button, the Client Portal will open in a new window - you should see it pop-up, however sometimes browser settings may block new windows. If the pop-up doesn't appear, please check your settings.

Did you know: The Plan page within the Client Portal is designed to be "Responsive". This means  the various items within your plan will adjust to different screen sizes - such as if your client opens the plan via a mobile device. 

Notify of Changes

There will be times where you need to make changes to the PHP, sometimes minor and at other times more significant. There is a feature which enables you to let the client know when you've made changes, follow the steps below to use this:

1. Ensure you have published the plan (see previous section of this article)
2. Click the "Notify the Client" toolbar button
3. Click "Yes" to the subsequent confirmation pop-up

Note: After you've followed the above steps, the Client will receive an email notifying them there has been a change to their plan, including a link to login. You can view this email within the Communications log and the journal.

Re-send Activation Email

When you publish the PHP, the client receives an email inviting them to register. A unique registration link is included within that email to faciliate registration. This link will expire after a given timeframe, preventing the customer from registering. In this circumstance, its very easy to re-issue the client with a new registration email. Follow the below steps:

1. Ensure you have published the plan (see previous section of this article)
2. Click the "Notify the Client" toolbar button
3. Click "Yes" to the subsequent confirmation pop-up

Note: After you've followed the above steps, the Client will receive an email inviting them to register to access their plan, including a link to login. You can view this email within the Communications log and the journal.

Client Uploads

Did you know: PHPs can be configured to collect documentation from the client? This feature enables you to request important files from the client directly, allowing them to upload via the plan directly to the journal. This feature requires an appropriately permissioned local user to have configured a specific task type into the PHP template - see this article for details.

If your plan template has been configured to have a "Client Upload" task - you can follow this guide to add the task into your plan. Follow these steps:

1. Click "Edit the Plan"
2. Click "Add a task for them"
3. Choose the relevant "Client Upload" task from the dropdown - speak to your System Admin if you're unsure which this is.
4. Edit the Task as appropriate, for example defining which documents you'd like the client to add under this task.
5. Click Add
6. Repeat as necessary (i.e. add more tasks), then click "Close Edit"

Viewing the PHP History

You can access a history of all changes made to the PHP from anywhere on the client record. You can enter any date and time to see how the PHP looked at that moment in time. To do this, follow the below steps:

1. Navigate to a client
2. Click the "View PHP History" button within the toolbar
3. Either enter a date and time manually, or click one of the entries in the list to select the timestamp associated with that entry. 
4. Click Preview

Note: "Print" and "Preview" work the same here as in the communications templates. Preview creates a PDF preview of the plan within the Communications Log. Print generates a PDF copy of the plan within the Communications Log and Journal.