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Chapter 13 : OHEP Data Management System Policies Background: This chapter outlines the general policies governing the use of the Office of Home Energy Programs (OHEP) Data Management System (DMS). Detailed functional and technical information is available in the OHEP Data Management System Reference Manual. 13.0 Data Processing Policy The OHEP Data Management System is the official platform for all Local Administering Agencies (LAAs) to process energy assistance applications, unless otherwise authorized in writing by OHEP. Processing includes application intake, data entry, certification, and benefit payment issuance. A. Application Processing 1. Methods of Application Processing:

○ Online: During intake and interview, staff may enter applicant data directly into the system. The application is printed and signed by the applicant upon completion.

○ Batch: Applications completed manually (on-site, off-site, electronically, by phone, mail, e-mail, fax) are grouped and entered into the system at a later time. All applications must be entered into the system within 7 calendar days of receipt.

2. Incomplete Applications: Incomplete applications must also be entered within 7 days of receipt. Applicants must be notified of any outstanding required documents within 7 calendar days of data entry.

B. Certification

Updated May 2025