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Participating Contractors: REA Enrollments

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Info

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Welcome! Here you will find user information for Participating Contractors to submit and manage Residential Energy Assessment enrollments through the NY Home Energy Portal.

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title	NY HEP Measures List

View file

name	NY HEP Measure List.pdf
page	NY Home Energy Portal: Participating Contractors
space	PUBLIC
height	250

UI Expand

title	Search for/Create Customer

Info

icon	false

The instruction below provides guidance for contractors with customer creation/searching from the customer list. You should always try to search for and locate an existing customer first before creating a new one, to avoid creating a duplicate customer.

If you need to search for the customer, start at step 1 below.

If you know the customer does not exist, start with step 4 below.

UI Steps

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UI Step

Open the Main Menu and select the Customers option.

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UI Step

On the Customer List, use the Search Bar to locate an existing customer.

Tip
The default general search will use your search criteria to locate customer records that contain that information.

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UI Step

Contractors can also use other options to search from the Search Type drop-down:

Customer Name
Premise Address
Account Number (Electric Utility Account Number)
Advanced Search (allows Contractors to use their own search parameters based on available data)

Tip
If the customer already exists, proceed to the Create Enrollments instructions section below. If the customer does not exist, continue with the steps below

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UI Step

If the customer does not exist, on the Customers tab, click the New button for the New Customer page to open.

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UI Step

Complete all of the required fields listed below:

Customer Name
Customer Class
Mailing Address
Account Details
Vendor Premise ID

Tip

The Vendor Premise ID section will be auto-populated in the future.

If required fields are incomplete when clicking Save, the system will provide an error message stating which fields were incomplete. If the error message is closed to quickly. a red exclamation point will appear in the upper right-hand corner of the Customer Profile that can be clicked to access the list of incomplete but required fields.

Warning

This first page needs to be completed and saved before any other tabs in the Customer Record can be accessed and the Customer Record will not be created until the first page is completed and saved. Additionally, the Billing Account # field in the Account Details section should be used to document the customer's Electric Utility Account Number. This must be a unique number. A customer record cannot be created if the Billing Account # is already being used on another Customer Record.

The Service Point Details section should be left blank. This will generate a warning that can be bypassed when Save is clicked.

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UI Step

When finished, click the Save button.

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UI Step

A warning will be displayed, press OK to continue. After that, the system will create a Customer, Account, and Premise.

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UI Step

After you bypass the warning message, the customer profile fields will be active. You can do the following in these fields:

Create new premise record such as a permanent address
Create new accounts for oil or gas if the customer has one
Add/review notes - you will be able to see the notes added by other contractors

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title	Create Enrollment

Info

icon	false

The instruction below provides guidance for contractors with enrollment creation from the customer profile.

UI Steps

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UI Step

Open the Main Menu and select the Customers option.

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UI Step

On the Customer List, use the Search Bar to locate an existing customer.

Tip
The default general search will use your search criteria to locate customer records that contain that information.

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UI Step

Within your Customer Profile, click the Enrollments Tab then click the New Enrollments button.

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UI Step

The New Enrollment Wizard window will open, select the Residential Energy Audits option in the dropdown. Then click Next.

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UI Step

When a new REA enrollments is created, if the user does not have a browser pop-up blocked, the new enrollment will automatically open in a new tab on the Enrollment Profile - Workflow window.

Tip
If there is a pop-up blocker, follow step 6 below.

UI Step

To open the enrollment manually, on the Customer - Enrollment List, click on the Edit Icon next to the Program Name.

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UI Step
After the new enrollment is created, the user will be directed to the enrollment’s Assessment Submission step. The Customer Information, Installation Address, Applicant Information, and Mailing Address will be prepopulated from the Account and Premise record that were selected in the New Enrollment Wizard.

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title	Assessment Submission

Info

icon	false

The instruction below provides guidance for contractors with the Assessment Submission step.

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tab

1

Aura - Tab

title	Applicant Information

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title	Assessment Submission - Applicant Information

Info
When the Assessment Submission is in the New status, complete the following on the Applicant Information tab.

UI Steps

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UI Step

Input/select the Additional Applicant Information and Owner Information fields.

Tip
The fields will be prepopulated by the Salesforce API call when the enrollment is created.

Warning

Proceed if the Project Type is set as Full Comprehensive or Muni Install. Audit Install is for non invasive measures, unless you are able to obtain the landload approval, in which case the Project Type can be changed to Full Comprehensive.

No project should be changed to a Muni Install unless directed by NYSERDA or CLEAResult.

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UI Step
Once all of the required tabs are filled out, click the Save button and move on to the Usage & Fuel Information tab.

Aura - Tab

title	Existing Conditions

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title	Assessment Submission - Applicant Information

Info

The instructions below provides guidance for contractors to update the Applicant Information, and filling out the Usage & Fuel Information, Existing Conditions, and Partner Information tabs.

When a new Residential Energy Audits enrollment is created, it will contain an Assessment Submission step in the New status.

The first tab of the Assessment Submission step is the Applicant Information tab. This tab will be prepopulated with the information on the Customer/Account/Premise. If you need to change the Customer Information, Installation Address, or Mailing Address, you can make those changes on the Applicant Information tab, then click Save.

UI Steps

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UI Step

If the new value does not match the value that’s saved on the Customer/Account/Premise, an orange exclamation mark will be displayed next to it. If you hover over the exclamation mark, a tooltip will be displayed indicating that the values are different. You can click the Update Customer button to update the value that’s saved on the Customer/Account/Premise.

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UI Step

When you click the Update Customer button, the Update Customer dialog will open, displaying every value on the Assessment Submission step that is different than the value saved in the corresponding field on the Customer/Account/Premise. All these fields will be checked by default. When finished updating, click Save in the dialog. The system will update the checked Customer/Account/Premise fields for the values to match the Assessment Submission step.

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UI Step

Back on the Applicant Information page, the Primary Trade Ally section on the Assessment Submission step will default to the Trade Ally and Employee associated with the user that created the enrollment. To change the Trade Ally to a Contractor/Vendor, click the Trade Ally Name Hyperlink.

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UI Step

After you click the Trade Ally Name hyperlink, the Add Trade Ally dialog will open. Select the correct Contractor/Vendor and Employee in the Trade Ally and Employee dropdowns, then click Save.

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UI Step

After every required field on the Applicant Information tab is filled out, input/select all required fields on the following tabs:

Usage & Fuel Information
Existing Conditions
Partner Information

Warning
All required fields contains two ** (asterisk).

UI Step
Once all of the required tabs are filled out, click on the Notes tab to learn how to add a note.

Aura - Tab

title	Notes

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title	Assessment Submission - Notes

Excerpt Include

	NY Home Energy Portal Overview
	NY Home Energy Portal Overview
nopanel	true

Aura - Tab

title	Documents

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title	Assessment Submission - Documents

Info
The instructions below provides guidance for contractors to upload documents. The required Document Types are listed under the Required column with red exclamation mark.

UI Expand

title	Upload Mutilple Documents

UI Steps

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UI Step

On the Document tab, click the New button at the top of the Documents tab.

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UI Step

The Upload Documents dialog will open. You will need to select the Document Type for every file you choose in the Upload Documents dialog. When finished, click Save.

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UI Step
Once all of the documents are added, click on the Measures tab to learn how to add measure(s).

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title	Upload Single Document

UI Steps

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UI Step

On the Document tab, click the Edit button icon in that Document Type’s row, the Document dialog will open.

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UI Step

Click Browse to select a file to upload.

Tip
After you’ve selected a file, you can remove it by clicking the x Remove button.

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UI Step

After the file is uploaded for the Document Type, click Save and then click Close to upload the file and close the dialog.

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UI Step

To view an uploaded document, click the Document Name Hyperlink.

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UI Step
Once the document is added, click on the Measures tab to learn how to add measure(s).

Aura - Tab

title	Build a Workscope

Panel

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title	Assessment Submission - Measures

Info

The instruction below provides guidance for contractors to complete the required data entry fields when adding measures to the Assessment Submission step.

For a full list of all program measures that may help with this tab, please access the NY HEP Measures List.

UI Steps

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UI Step

On the Measures tab, click the Add Measures button. The Add Measures dialog will open.

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UI Step

To select one or more measures to add to the step, check the box in the left-hand column. To add the selected measures to the step, click the Save button in the dialog.

Tip
If you increase the No. to Add value after selecting the measure, the system will add that many unique instances of the measure to the Appliance Request step.

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UI Step
After you add one or more measures to the step, enter each measure’s I Qty (installed quantity) if it is not prepopulated. Then, complete the data entry fields for each measure. Required fields are denoted with **. After all the measures are added and all the data entry fields are filled out, the Appliance Request step can be processed.

UI Step

After all the measures are added and all the data entry fields are filled out, the Assessment Submission step can be processed. Click the Process button at the top of the Measures tab or the Applicant Information tab.

Tip
If there are any missing fields, a popup will appear notifying you of what is missing.

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Return to the Main NY HEP: Participating Contractors Page

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New Version 29

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