IMS/PIC Presentation Matt Steen – IMS/PIC Operations Manager

1. IMS/PIC Presentation Matt Steen – IMS/PIC Operations Manager

2. IMS/PIC Activities • Why is IMS/PIC Important? • Improved functionality and accuracy • Moving PIH systems to shared data • IMS/PIC is sole source for inventory data • Data cleanup projects • Adjust for program changes • User friendliness

3. IMS/PIC Activities • Today we will look at: • What’s New in the May 2008 Release • Form 50058 and MTW Issues • Tenant ID Management (“TIDM”) • “Automated” Portability • Monthly Reports

4. IMS/PIC Activities • Today we will also look at: • Asset Management and IMS/PIC • Building & Unit Data Cleanup Project

5. IMS/PIC Activities • What’s New with the May 2008 Release • Automating Section 8 transfers for mergers • Improved utility on TIDM reports • Automatic email notifications to HUD • Modifications to 50058 fatal error and warning codes to improve usefulness • Improvements to Demo/Dispo functions • Preparation work on improved 50058 processing

6. IMS/PIC Activities • Automating Section 8 transfers for mergers/consolidations • Section 8 program mergers/consolidations are on the rise • Approval needed by HUD hub office and HUD HQ • After approval, HAs can currently do their own Section 8 transfers by submitting Port-In actions at the “receiving” HA

7. IMS/PIC Activities • Automating Section 8 transfers for mergers/consolidations (cont.) • Automatic Port-Out will be created the next month for the “losing” agency. • Benefits to this method • With the May release IMS/PIC Super Users will be able perform block tenant transfers (these are not Port-Outs/Port-Ins)

8. IMS/PIC Activities • Improved utility on TIDM reports • Adding program type column to Possible Duplicate Tenant report • Adding HA Contact information (Executive Director name and phone number) to the Possible Duplicate Tenant report to facilitate corrections

9. IMS/PIC Activities • Improved utility on TIDM reports • Creating a “grace period” after a tenant family fails SSA validation to allow for corrections/revalidation • SSA has 3-month time lag for updates to the national database • PIH validates SSNs monthly until they are validated • Potential 3½-month delay in validations • System will give 4-month grace period before “flagging” household  

10. IMS/PIC Activities • Automatic email notifications to HUD • Daily email notifications to HUD field office staff when certain actions entered • SEMAP Appeal submitted • Building & Unit data submitted • Demo-Dispo application submitted • Demo-Dipso actual removals submitted • Should help to speed up HUD’s responsiveness to HA submissions

11. IMS/PIC Activities • Modifications to 50058 fatal error and warning codes to improve usefulness • Rewording messages into plain English, with tips on correction • Providing a description of the field in error in addition to field number • Fall 2008 IMS/PIC Release will reduce the number of fatal errors by 20%

12. IMS/PIC Activities • Improvements to Demo/Dispo functions • Ability for HUD Super Users to delete terminated projects • Increased functionality for non dwelling and land-only dispositions • Allow changes to HQ approved Demo/Dispo applications under certain cases

13. IMS/PIC Activities • Preparation work on improved 50058 processing • Moving from processing 50058s on old JRun servers to J2EE servers • Increased efficiency – more records processed per minute • Changes will be transparent to end users

14. IMS/PIC Activities • Form 50058 & MTW • Unmasked tenant data now available! • Housing Agency determines who gets access to unmasked for its agency • Changes made to user profile to grant special privilege • HA PIC Security Coordinator makes the changes

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16. IMS/PIC Activities • Form 50058 & MTW • Increasing connections between regular 50058s and MTW 50058s (overlapping dates/Auto EOPs to come) • HA Query report moved to Ad Hoc module – now checks both types of HoH • Ad Hoc reports for both regular and MTW 50058s

17. IMS/PIC Activities

18. IMS/PIC Activities • Tenant ID Management • Validating ID is the keystone • Tests to validate & identify ID problems • Reports to display ID problems • Tools to correct ID problems • Options to correct problems

19. Why bother with identities? Required by OIG PIC Data Quality Audit, 2004 Validate all household member identities Prevent fraud and waste of scarce housing assistance resources It’s the right thing to do IMS/PIC Activities

20. Elements of Tenant ID Mgt Require valid SSN/AID Test SSN/AID on receipt Test SSN validity at SSA monthly Same Name and DOB = possible duplicates IMS/PIC Activities

21. Elements of Tenant ID Mgt - continued Accept initial submission of suspect ID Flag households with any kind of ID problems Block further actions (except 6, 15) for flagged household until suspect ID is validated or fixed (adding a grace period with May release) IMS/PIC Activities

22. Tenant ID Issues Invalid Tenant SSN Invalid AID Invalid Last Name Invalid Date of Birth Invalid – Deceased Duplicate IDs Possible Duplicate Tenants IMS/PIC Activities

23. Tenant ID Mgt Tools Change SSN to new SSN Change AID to SSN Change AID to new AID Change SSN to AID Transfer old AID to your PHA IMS/PIC Activities

24. Tenant ID Mgt Tools Update AID personal information Certify tenant as non-duplicate (removes “duplicate personal information” flag) Replace suspect SSN with an AID only until ID problems are resolved IMS/PIC Activities

25. 3 new Tenant ID Mgt Reports Invalid Tenant ID Report Possible Dup Tenant Report Household is “flagged” if a household member appears in either report Tenant ID Modification Report – results of tenant ID modification requests IMS/PIC Activities

26. Invalid Tenant ID Report Invalid SSN (not found at SSA*) Invalid Last Name (different last name at SSA*) Invalid DOB (different DOB at SSA*) Invalid Deceased (SSN listed as deceased at SSA*) Invalid AID (personal info does not match AID number assignment table) IMS/PIC Activities

27. IMS/PIC Activities

28. Possible Duplicate Tenant Report Lists tenant personal data from both PHAs Possible statuses in report: “Duplicate Personal ID number” (must correct SSN or AID duplication) “Duplicate Personal Information” (must certify same name and birth date as non-duplicate) “Removed” (if flag removed by certification) IMS/PIC Activities

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31. Tenant ID Modification Report Lists all tenant ID corrections and their status Duplicate personal info cleared if successful Duplicate AID number cleared if successful Failures listed with reasons for failure IMS/PIC Activities

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33. IMS/PIC Activities • Automated Portability for Section 8 • PHA1 has voucher tenant: T R Lee • PHA2 ports in T R Lee on March 2008 • PHA1 can port out T R Lee during March • IMS/PIC will generate an “automatic” port out on April 1 (if PHA1 doesn’t do it) retroactive to PHA2 port in date

34. IMS/PIC Activities • Automated Portability for Section 8 • “Overlapping Dates” Report shows all pending auto Ports Out and auto EOPs • Port Out if Voucher to Voucher • All other program combinations become automatic EOPs on the first day of the next month

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38. IMS/PIC Activities • Rewrites of50058 monthlyreport business rules • Consistent definitions • Consistent data sources • Consistent time frames • Consistent labeling

39. IMS/PIC Activities • 50058 MonthlyReports - Continued • Delinquency Report • KMI Report • RCR Report • SEMAP Indicators Report

40. IMS/PIC Activities • 50058 MonthlyReports - Continued • Re-examination Report • HQS Inspection Report • Newly Leased Units Query

41. IMS/PIC Activities • Reports Menu

42. IMS/PIC Activities • Other New Reports • Portability Billing Report • PHAs billing your agency • PHAs your agency is billing • Overlapping Dates Report (EOPs & Ports) • Form 50058 Facsimile for a household • Global search for User Name or User ID in Security Administration

43. IMS/PIC Activities

44. IMS/PIC Activities • Asset Management • Development Number Reformulations • Replace old development no. with AMP • No changes to 50058 upload format • Change data, not coding • Convert all IMS/PIC development numbers in April 2008

45. IMS/PIC Activities • Asset Management • Weighted average DOFAs by units • April 2008 begins 12 month transition period • Submit PH 50058s with • all old development numbers, or • all new development numbers • Old-New Development Number Crosswalk Report

46. IMS/PIC Activities • Asset Management • Testing in PICTEST since November for PHAs and software vendors • Changes final after April 18, 2008 • Potential duplicate building numbers in AMP groupings must be changed before conversion • If you don’t, we will apply a standard building number change algorithm

47. IMS/PIC Activities • PIC Building/Unit Data Use • Physical Inspections – PASS inspectors use current IMS/PIC data • Cap Fund – formula uses IMS/PIC data for calculating CFP grants and RHF • Op Fund – Will begin using IMS/PIC occupancy data in 2008 • Accuracy of the data is essential

48. IMS/PIC Activities • Building and Unit Data Clean-up • Short-term: “Superuser” Bldg & Unit Data Cleanup Team • 98% “clean” by 12/31/2008 • Data testing to ID new Bldg & Unit data discrepancies for follow-up • June 2007 kickoff

49. IMS/PIC Activities • Building & Unit Data Clean-up • Long-term: IMS/PIC to capture and track data discrepancies from any source to closure • Superuser Team will continue data cleanup efforts • IMS/PIC will be adding capability to do consolidations (mergers) within IMS/PIC

50. Open Session To report problems and request assistance First, call your PIC Coach in the field office If the problem is beyond the reach of your PIC Coach, Email:reac_tac@hud.gov or Call 888-245-4860 Fax Number: (202) 485-0288 Where it will be sent to a specialist for action