Public and Indian Housing Information Center (PIC) Reports

How to Access PIC and PIC Homepage

•www.hud.gov•Click “Program Offices” on Selection Toolbar, then select “Public and Indian Housing”•Select IMS/PIC under “Online Systems” on the Sub-Toolbar – This accesses the PIC Homepage which allows access

to the HUD-50058 Homepage•Under “System Login” on the right side of the page, select “Public Housing Agency User” – to access the PIC system

•Access the HUD-50058 Homepage by selecting “Form-50058” – Provides access to a copy of the Form HUD-50058

and the Instruction Booklet and the Monthly Report Guides

Guides and Business Rules

PIC Reports used in Operating Subsidy Calculation

• As part of the Operating Subsidy process, HUD uses PIC data to pre-populate the unit status fields in Section 2, ”Categorization of Unit Months” data, which in turn is used to determine the “Eligible Unit Months” for funding, in the HUD form 52723. Most unit status cells in the 52723 forms are locked and not editable by PHAs. The locking of the unit status cells highlights the importance of accurate, up to date PIC unit status data.

• HUD publishes a report on unit status data for review in preparing draft forms before the electronic forms are posted. This provides a chance to review the unit status data so changes can be made before the HUD-52723 submission. (First report was published for 2014 around May or June.)

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/programs/ph/am/of/opfnd2014

Reports used to Monitor Vacancies During the Year

• The Unit Tab in the Development Submodule– Print for each month on the first or last day of

the month depending what is used to request operating subsidy

• Occu/Aging Report– To Monitor Vacancies

• Ad Hoc Report – Generate a report that can be used to determine

vacancies and vacancy days during the year

UNIT TAB in the Development Submodule

Development Submodule Occupancy/Aging Report

Occupancy Selection in the Occu/Aging Report

To create an Ad Hoc Report, access Form 50058 Ad Hoc Report Submodule:

Select Public HousingClick Continue

Select the desired fields and click “Generate Report”

MTCS Adhoc ReportProgram Type: Public Housing Next Funding Period Housing Authority : AL150 CLANTON 7/1/2013 - 6/30/2014

Update Start Date : 10/14/2012

Update End Date : 04/14/2014

Head of household first name

Head of household last name

Unit number (Public Housing only) Type of action

Effective date (mm/dd/yyyy) of action

Date (mm/dd/yyyy) of admission to program

Unit Months Vacant

Days Vacant

ELIZABETH HESTER 100 2 4/1/2014 4/22/2013 4/1 - Lois Street 100 6 4/1/2013 4/19/2006ROYAL THOMPSON 101 3 3/1/2014 9/6/2011Jerry Grizzard 102 2 3/1/2014 3/3/2005Earie Wilson 103 2 3/1/2014 3/3/1998Kimberly Roberts 104 3 3/1/2014 8/3/2004JEAN SMITH 105 3 3/1/2014 11/18/2008Sheila Whitfield 106 2 4/1/2014 4/21/1999LISA CAPPS 107 6 10/1/2013 3/13/2013 8 so far 10/1 - Karen Mims 107 6 2/22/2013 12/11/2003Marie Denham 108 3 3/1/2014 1/19/2006WANDA GRIMES 109 3 3/1/2014 5/8/2008COLLEEN DINOFFRI 110 1 2/27/2014 2/27/2014 1 or 0 19BARBARA AGEE 110 6 2/7/2014 6/5/2008Charles Kidd 111 2 3/1/2014 3/3/2008SUSAN MCCORMICK 112 3 11/1/2013 5/24/2012Kathy Rhodes 113 3 11/1/2013 7/11/2001DAMITA WALKER 114 3 11/1/2013 5/18/2009Joy Loyd 115 3 3/1/2014 10/4/2006Nancy Waldrop 116 3 3/1/2014 9/3/1999LATANDRA JORDAN 117 6 5/20/2013 5/8/2012

Reports Summarized Monthly after the first day of the new Month

Access Reports Submodule Under HUD-50058 ModuleDelinquency Report Guide: http://portal.hud.gov/hudportal/documents/huddoc?id=DOC_11427.pdf

Delinquency Rate for Public HousingPlease note that it has changed

50058 Required Column

1 For Public Housing Program type, data in this column represents total number of tenants on the Reexamination Report for the PHA.

50058 Received Column

2 For Public Housing Program type, data in this column represents number of tenants with last examination date earlier than 14 months(<=13).Difference Column

3 For Public Housing Program type, data in this column represents number of tenants with last examination date later than 13 months(>=14).

4 For Public Housing Program type, data in this column represents number of tenants with last examination date earlier than 12 months(<=11).

5 For Public Housing Program type, data in this column represents number of tenants with last examination date later than 12 months and earlier than 14 months(>=12 and <14).

6 For Public Housing Program type, data in this column represents number of tenants with last examination date later than 13 months(>=14).

Definition of Column 3 - Interpretation

Reexamination ReportExample: For Public Housing Program type, data in this column represents number of tenants with last examination date later than 13 months(>=14).

Delinquency Rate for Section 8 HCVVMS Units Leased (a)

Most recent value for the most recent submission (as of the 1st of the reportgeneration month) displayed under “Number of vouchers under lease on the last day of the month” field in the Voucher Management System (VMS) for that HA

As of (MM/YY) The month/year of the latest PHA submission to VMS.

Port-outs (b) Count of families ported from the assessed PHA: 12d=Y and 12e > 0 or 15c=Y and 15d > 0 AND the PHA code billed is that of the selected PHA for which the report is generated (12f or 15e=selected PHA).

Port-ins (c) Count of families ported to the assessed PHA and were not absorbed: 12d= Yand 12e>0 or 15c=Y and 15d>0 AND 12f or 15e is not selected PHA

50058s Required (a-b+c) Total leased units from the Voucher Management System minus the number of port-outs (Form HUD-50058 is submitted by the receiving PHA) plus the number of port-ins (not included in VMS data but Form HUD-50058 submitted by selected PHA). This allows adjustments for portability.

50058s Received Number of 50058 reports received where Program (1c)=VO or CE and actiontypes are New Admission (2a=1), Annual/Interim Reexamination (2a=2 or 3),Portability Move-In (2a=4), Other Change of Unit (2a=7), Annual Reexamination Searching (2a=9), or Historical Adjustment (2a=14).

Difference (Diff) The difference between the 50058s Required and the 50058s Received.

Reporting Rate The total 50058s Received divided by the total 50058s Required (shown as apercent). If 50058 Required is 0, use ACC Units as the denominator. IfReporting Rate is less than 95 percent, it will be shown in red and bold.

Reports Summarized Monthly after the first day of the new Month

Click on the Viewer Submodule and then on the Reports Tab

Issuance and Expiration Voucher Report – click on the tab and generate the report – (HCV Only)

Overlapping Date Report (Both PH and HCV)•Generated when a PHA transmits a new move-in for a family who is currently in the 50058 database at another PHA•PHAs can use to monitor moves by families who may not have provided adequate notice (or possible data input errors)

There are three tabs reflecting different stages of the Overlapping Date function

The action is effective the first of the month after the occurrence of the date overlap – first of month after the action is sent by the receiving PHA.

Portability Billing Report (HCV Only) If Port-ins are correctly coded on the HUD-50058, they will appear on this report and the Delinquency Rate will be accurately calculated.

PORT – INS

PORT-OUTS

If Port-outs are correctly coded on the HUD-50058, they will appear on this report and the Delinquency Rate will be accurately calculated.

Ensure all Portability Actions are Correctly Submitted on HUD-50058 • Receiving PHAs must submit the Action Code 4

(and subsequent actions) for Port-Ins with:– Field 12d “Did Family move into your jurisdiction

under portability?” marked “Y”,– Field 12e “cost billed per month” or 0 if absorbed,– Field 12f “PHA code billed” (blank if not billing)

• PLEASE NOTE: IF NOT SUBMITTED CORRECTLY, THE DELINQUENCY RATE OF THE INITIAL PHA IS ADVERSLY AFFECTED AND THE DELINQUENCY RATE OF THE RECEIVING IS INCORRECT.

• Losing PHAs no longer send Action Code 5, Port Move-out. – This action is generated by PIC.

Use SEMAP Report in Reports Submodule to monitor HCV 50058 actions that will be used to score SEMAP

Certification

Click View Entire Report and Click on the + to find possible errors for each indicator

Determine if this is a PIC input error on the dates or if this is an accurate submission

• Use the information under the FSS Indicators to determine that all FSS families are reported

• Issues with the reporting is known and will be corrected in future PIC releases• (Future date submissions affect the reporting and is not counted on any report

other than the Delinquency Report)

For correcting HUD-50058 Submission errors, access the Error Analysis Report in the HUD-50058 Submodule. Select the Reports Tab and click on the Ticket Number.

Error Examples

Error Examples

Error Examples

Use the Tenant ID Management Submodule to correct Tenant Identification Errors caused by Incorrect SSNs, Birthdates, Names, Previously Assigned Alternate ID Numbers

Click on the Reports Tab to Access the Tenant ID Management Reports

Monitoring these reports on a regular basis should help in eliminating HUD-50058 errors due to Tenant ID information.

Possible Duplicate Tenant ReportShows tenants that may be receiving assistance in more than one PHA.

Invalid Tenant ID ReportShows SSNs that are possibly Invalid because they did not pass the initial comparison with SSA data

SSNs and Personally Identifiable Information (PII) are compared through data matching with SSA data and can result in errors such as the one below:

Chapter 5 of the Technical Reference Guide can be found beginning on Page 183 at the link below: http://portal.hud.gov/hudportal/documents/huddoc?id=Form50058TRG.pdf