# 8.0 USER - Program Manager {#user---program-manager .unnumbered}

## Program Manager

The HUD Program Manager's role is the one with full access rights to the
HCS System. The Program Manager is responsible for setting system
controls and criteria for all segments in HCS.

-   Maintain and review all Grant Processing functions

> Grant Processing Preparation:

-   Setup Grant Category (in Maintenance sub-menu)

-   Setup Grant Type (in Maintenance sub-menu)

-   Setup Funding Appropriations (in Maintenance sub-menu)

-   Funding Allocations (in Grant Application Process sub-menu)

-   Office Reviewer (in Maintenance sub-menu)

-   Modify Scoring Criteria (in Maintenance sub-menu)

-   Setup Recommended Award Criteria (in Maintenance sub-menu)

> Grant Processing:

-   Setup Grant Applications (in Grant Application Process sub-menu)

-   Scoring (in Grant Application Process sub-menu)

-   Final Scoring for Primary Reviewers (in Grant Application Process
    sub-menu)

-   Calculate Recommended Awards (in Grant Application Process sub-menu)

-   Input Awards / Sub Allocations (in Grant Application Process
    sub-menu)

> Post Award Functions:

-   View various grant processing reports to monitor the grant process
    (in Reports sub-menu)

-   Export grant processing information to Microsoft Word, Excel, and
    text files for external usage as needed (in Export sub-menu)

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-   Maintain and review HUD-9902 data and reports

-   Maintain and review Agency information

-   Manage all HCS Users Information

-   Perform all Management Functions.

The sections below provide detailed instructions on how each of these
functions work.

Upon logging into the system as a *Program Manager,* you will see the
following screen:

![](media/image1.png){width="6.490972222222222in" height="3.1125in"}

Figure 207. Program Manager: HCS Home Page

##  Grant Processing

The U.S. Department of Housing and Urban Development (HUD) administers a
comprehensive housing counseling program and provides grants through
competitive awards to approved local housing counseling agencies,
national and regional intermediaries, and state housing finance
agencies.

Program Manager has unique and specific duties in preparing each fiscal
year's grant processing. Program Manager's duties begin in participating
in the NOFA's drafting. The Program Manager must know the fiscal year's
funding requirements and ensure HCS is capable of processing grant
applications in accordance with the NOFA requirements. The Program
Manager must assess if changes can be made in HCS setup features or if
modifications to the system should be made.

A program manager uses following features in that order to perform HCS
**Grant Processing** functions.

1.  Setup Grant Category (in Maintenance sub-menu)

2.  Setup Grant Type (in Maintenance sub-menu)

3.  Setup Funding Appropriations (in Maintenance sub-menu)

4.  Funding Allocations (in Grant Application Process sub-menu)

5.  Office Reviewer (in Maintenance sub-menu)

6.  Modify Scoring Criteria (in Maintenance sub-menu)

7.  Setup Recommended Award Criteria (in Maintenance sub-menu)

8.  Setup Grant Applications (in Grant Application Process sub-menu)

9.  Scoring (in Grant Application Process sub-menu)

10. Final Scoring for Primary Reviewers (in Grant Application Process
    sub-menu)

11. Calculate Recommended Awards (in Grant Application Process sub-menu)

12. Input Awards / Sub Allocations (in Grant Application Process
    sub-menu)

13. View various grant processing reports to monitor the grant process
    (in Reports sub-menu)

14. Export grant processing information to Microsoft Word, Excel, and
    text files for external usage as needed (in Export sub-menu)

While logging in as a *Program Manager*, click on **Grant Processing**
hyperlink from the left navigation menu, following Grant Processing
screen is displayed. In the main display area are Funding Grant
Processing -- Getting Started instructions and online Grant Processing
User Manual hyperlinks. In the Grant Processing menu on the left are
Grant Processing Help hyperlink, Grant Fiscal Year dropdown selection,
and Grant Processing navigation menu items.

![](media/image2.png){width="6.491666666666666in"
height="3.652083333333333in"}

![](media/image3.png){width="5.202083333333333in"
height="0.5208333333333334in"}

Figure 208. PM: Grant Processing Screen

The above initial home page for grant processing provides a general
procedure for HOCs to use in processing grants. Until this page is
modified to allow direct edits, the Program Manager must submit changes
of instructions to contractor for changes.

![](media/image4.png){width="2.3541666666666665in"
height="5.801388888888889in"}

![](media/image5.png){width="2.34375in" height="1.0520833333333333in"}

Figure 209. PM: Grant Processing Menu

Grant Processing Navigation Menu

### Grants Processing Help

> From the left navigation menu, click on **Grant Processing Help**
> hyperlink. The *Funding Grant Processing -- Getting Started* screen
> appears in the main display area.

-   **Grant Fiscal Year**

> From the left navigation menu, select from the dropdown list the
> fiscal year of grant application process you want to work on. The
> fiscal year selected represents the fiscal year the grant funding was
> appropriated by Congress and the year the grant award processing
> occurs; not the year the funds are used.

-   **Setup and Maintenance**

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-   Modify Scoring Criteria:

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-   Modify last fiscal year's scoring criteria to setup the new
    (current) fiscal year's scoring criteria, if current year's is
    different from last year's.

-   Input maximum bonus points.

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-   Setup Recommended Award Criteria: Setup criteria to be used for
    recommended awards calculation for the new (current) fiscal year.

-   Setup Grant Category: List the various agency types identified in
    the NOFA as categories.

-   Setup Grant Type: List the various grant types identified in the
    NOFA.

-   Setup Funding Appropriations: Assigned Grant allocations to the
    various appropriations:

    -   Setup grant categories, grant types, HUD offices for funding
        appropriations and funding allocations usage, and funding
        allocation methods.

    -   Input NOFA total funding amount, total appropriation for grants,
        and appropriations to grant categories and grant types for the
        new fiscal year.

-   Office Reviewer: This page allows for viewing of which HUD offices
    have or have not been created from the Funding Appropriations and
    Funding Allocations pages.

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-   **Grant Application Process**

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-   Funding Allocations: Program Manager at HUD Headquarters enters in
    the grant funding according to grant types and grant categories.

-   Setup Grant Applications: This is a 3-step process.

    -   All HUD offices must insure that the HUD persons they intend to
        use to evaluate applications must be listed in the user section
        in HCS.

    -   The next step is to ensure that all agencies applying for grants
        are listed and have an active status through the fiscal year.

    -   Primary reviewers build applications for each of their agencies
        that are applying for grant funding. Ensure that client
        projection numbers are entered. Assigned Reviewers to the
        application. Enter the agency's requested grant amount.

-   Scoring:

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-   Reviewers enter their evaluation for each application they are
    assigned.

-   Primary reviewer enters their own score. An average score will be
    provided by the system.

-   The 'Individual Reviewers' score are primarily for the Primary
    Reviewer to determine the Final Score.

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-   Final Scoring for Primary Reviewers: Primary reviewer enters final
    score. All applications have to have a final score to complete the
    grant processing. The Recommended Award amounts are calculated using
    the final scores. There is a separate report that should be use to
    track final score input against all applications.

    **Note:** All applications must have a Final Score entered into HCS
    in order for the Recommended Amount to be calculated.

-   Calculate Recommended Awards: HCS system calculates the recommended
    award amounts that are based on individual score compared with other
    applications' scores.

    **Note:** All applications must take their final score recorded in
    HCS before calculating final Recommended Awards.

-   Input Awards / Sub Allocations

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-   Primary reviewers, GTR, and/or Managers determine whether or not to
    accept system's recommended award by entering in the system
    calculated recommended award amount or by entering their own
    adjusted amount.

-   Parent organization's grant award is sub-allocated to their
    sub-agencies after Agencies receive formal grant Award.

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-   **Reports**

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-   Application Status: Reports on the Grant Application Award status
    and shows all information filled out on the application, and the
    final scores by the Primary Reviewers.

-   Scores Status: This report summarizes the Scoring function rates and
    ranks grant applications.

-   Strength/Weakness by Factor: The Strength/Weakness by Factor
    function details the strength and weakness for each application.

-   Strength/Weakness All Factors: The Strength/Weakness All Factors
    function details all comments for each application.

-   Funding Recommendations: details by agency name and grant
    application ID, with their final score, recommended award amount,
    and requested grant amount.

-   Funding Report: details by HOC office name, grant type, the
    allocated amount, the amount awarded and the amount to be returned.

-   Awards Report by Agency: Reports on the Application Award amount.
    This is a good drill-down report allowing views from an office level
    down to the individual agency.

-   Awards Report by Office: The Awards Report by Office function
    details the awards granted by office.

-   Awards Report by State: The Awards Report by State function details
    the awards granted by state.

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-   **Export**

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-   List of Awardees: This option contains a list of awardees which can
    be imported into MS Word for publication in the Federal Register.
    This feature is only available to users assigned to the HQ HUD
    Office.

-   Procurement Accounting Spreadsheet: Data of agencies that received
    grant award(s), grant awarded amount, state where agency locates,
    region number, fiscal year, and other coded data in a exportable
    Excel spreadsheetHUD-1044: The HUD-1044 option generates form
    HUD-1044 (Assistance Award/Amendment) for each agency.

-   Award Letters: This option is used to generate and process HUD Grant
    Notifications for each state.

-   Applications Data: Detailed information of agency profile and grant
    applications data contained in exportable Excel spreadsheet

-   IRS Delinquent Data: This option includes a listing of agencies
    delinquent in their payments to the IRS.

-   Congressional Report Data: This option includes a report to Congress
    about the awards and the amounts awarded.

-   Funding Aggregate Report: Aggregate report of counts of agencies and
    grant applications, and totals of NOFA funding, requested amount,
    recommended grant amount, and awarded amount that are listed by
    application type and HOC office in exportable Excel spreadsheet.

-   Public Affairs Report: Housing counseling grantees and awarded
    amount report listed in two exportable Excel spreadsheets for State
    and Local agencies and National and Regional agencies respectively

-   Agency Award/No Award Letters Data: This report generates a
    make-merge file for the award letters.

-   Draw Down Report Processing: This report tracks the disbursements to
    agencies as they are handed out throughout the Fiscal Year.

    The following instructions address each menu from top to bottom
    providing example screen shots.

### Setup Grant Applications

As a Program Manager, you can update and create grant applications for
all the HUD offices and agencies. To update or create grant applications
follow the steps below.

1.  From the left navigation menu, click the **Setup Grant
    Applications** hyperlink. The *Office Applications -- for FY 200X*
    screen appears, displaying a matrix showing the number of
    applications of all HOC offices for the selected fiscal year and
    previous fiscal year.

> ![](media/image6.png){width="3.6347222222222224in" height="2.59375in"}

Figure 210. PM: Office Applications for FY 200X

-   Click the appropriate HUD Office hyperlink under HUD Office column,
    a list of existing grant applications in selected HUD Office is
    displayed.

![](media/image7.png){width="6.491666666666666in"
height="3.7194444444444446in"}

[]{.mark}

> **Figure 211 PM: Grant Applications for FY 200X - Philadelphia**

-   To view and/or update an existing application, select an agency
    under **Agency Name** column. Their application will be displayed
    for view or edit. The *Setup Grant Application for FY 200X* screen
    appears.

![](media/image8.png){width="6.49375in"
height="7.552777777777778in"}![](media/image9.png){width="6.495833333333334in"
height="5.038888888888889in"}

Figure 212. PM: Setup Grant Application for FY 200X

-   It is important to have as a minimum: the number of total clients
    projection under Factor 3, Primary Reviewer name, and the corrected
    grant amount requested in the application.

1.  New Application

-   To create a new grant application that is not listed in the *Grant
    Applications* page, click the **New Application** button**.** The
    *Agency* selection screen appears.

![](media/image10.png){width="6.491666666666666in"
height="0.9118055555555555in"}

Figure 213. PM: Select Agency dropdown

-   Click the drop-down arrow and select an agency for the new
    application.

**Note:** You must select an application before you click **OK**. To
cancel this new application, click **Cancel**.

-   Click **OK**. The *Setup Grant Application for FY 200X* screen
    appears.

![](media/image11.png){width="6.495833333333334in"
height="7.840972222222222in"}

Figure 214. PM: Setup Grant Application for FY 200X

-   Complete the form. Inputting at a minimum Grant Request and Primary
    Reviewer.

-   The number of last year's grant awards in the **Last Year's Grant
    Awards** field is automatically inputted by the system if
    applicable.

-   Enter the number of grant requests in the **Grant Request** field.

-   If the agency is delinquent in Federal debt, click the box next to
    **Yes** in the **Delinquent in Federal Debt** field.

-   Select a primary and secondary reviewer(s) using the appropriate
    reviewer drop-down boxes. If a Reviewer is not listed, activate
    their name and ID in the HCS User Information Section.

-   Select **Yes** or **No** in the **2-YR Review** and **Prev. Yr.
    Draws** field.

-   To save this new grant application, click **OK**. To cancel this
    application, click **Cancel**.

You have now completed a new grant application.

### Scoring

As a Program Manager you can edit existing scored grant applications.
This section describes how to review, edit, or delete grant application
scores.

1.  From the left navigation menu, click the **Scoring** hyperlink. The
    Application(s) Reviewed for Fiscal Year 200X screen appears.

![](media/image12.png){width="6.498611111111111in"
height="2.7979166666666666in"}

Figure 215. PM: Application(s) Reviewed for Fiscal Year 200X

-   This screen lists the applications that have been scored by the
    reviewers or scored applications that fall within the user's area of
    responsibility as a GTR or Manager.

-   To delete a score, click the delete icon under **Delete** column on
    the row of the agency you are looking for.

-   To edit a score, click the agency name.

-   To enter a new score, click **New Score** button and the *Select an
    Application to Rate and Rank for Fiscal Year 200X* screen appears.
    Or, if you do not want to enter a new score, skip ahead to step 7.

> **Note:** A Program Manager, like all other user roles, can only start
> a New Score for applications that are assigned to them for review.

![](media/image13.png){width="6.498611111111111in"
height="1.3923611111111112in"}

Figure 216. PM: Select an Application to Rate and Rank for Fiscal Year
200X

-   To sort this view: Click the **Agency Name** button to list the
    agencies in Agency Name and TIN number order. Click the
    **Application ID** button to list the entries in **Application ID**
    order. Click the **Tax ID** **Number - TIN** button to list the
    agencies in TIN number and Agency Name order. 

-   When you are finished adding a new score, click SAVE to save it, or
    Cancel to return to the *Application(s) Reviewed for Fiscal Year
    200X* screen.

-   To view an application to rate or rank, click the **Agency Name**
    that you wish to enter factors for rating and ranking. The *Factors
    for Award* screen appears.

> This page allows the Review to enter both the score and comments on
> the same page. The scores for the other assigned Reviewers are
> provided if applicable.

![](media/image14.png){width="6.496527777777778in" height="5.68125in"}
![](media/image15.png){width="6.433333333333334in"
height="5.595138888888889in"}
![](media/image16.png){width="6.677777777777778in"
height="6.545833333333333in"}

Figure 217. PM: Factors for Award

-   When you are finished, click **OK** to save changes or **Cancel** to
    cancel your changes.

You have now finished using the HCS **Scoring** feature.

### Final Scoring for Primary Reviewers

You can complete the final scoring for primary reviewers by searching
for an agency, reviewer name, or application ID.

-   From the left navigation menu, click the **Final Scoring for Primary
    Reviewers** hyperlink. The Final Scoring for Primary Reviewers
    Search for FY 200X screen appears.

![](media/image17.png){width="6.499305555555556in"
height="2.4604166666666667in"}

Figure 218. PM: Final Scoring for Primary Reviewers Search for FY 200X

-   Search for the final scoring for primary reviewers by completing the
    desired search criteria field.

-   Enter the agency ID you are searching for in the **Agency ID**
    field.

-   Enter the agency's name in the **Agency Name** field.

-   Click the drop-down box next to the **Primary Reviewer** field and
    select the primary reviewer for this scoring.

-   Enter the application's ID in the **Application ID** field.

-   Click **Search**. The *Final Scoring List for Fiscal Year 200X*
    search results screen appears displaying the search results the HCS
    system finds based on your search criteria:

![](media/image18.png){width="6.499305555555556in"
height="2.1194444444444445in"}

(data abbreviated)

Figure 219. PM: Final Scoring List for Fiscal Year 200X

-   To view or edit the final scoring for a specific agency, click on
    the agency's name in the **Agency's Name** column. The *Final
    Scoring for Primary Reviewer* screen appears.

![](media/image19.png){width="6.4944444444444445in" height="4.45in"}

Figure 220. PM: Final Scoring for Primary Reviewer - Agency Details

-   Review the form; edit the final score by typing in the **Final
    Score** fields.

-   The Primary Reviewer can see end Reviewer's scores and all the
    average scores for reference in determining the Final Score.

-   Click **OK** to save your changes or **Cancel** to exit the screen.

You have now used the HCS Search for Final Scoring for **Primary
Reviewers** feature.

### Calculate Recommended Awards

As a Program Manager you can calculate any or all of the recommended
awards. If the funding allocation method was by grant type and HUD
Office, click the hyperlink under 'HUD Office & Grant Type' column in
the *Recommended Awards Calculation for Fiscal Year 200X* screen to
activate the function to automatically calculate recommended awards for
all applications that have a Final Score assigned to that Grant Type
under the selected HUD Office. If the funding allocation method was by
grant type only, click on the Grant Type hyperlink to activate the
function to automatically calculate recommended awards for all
applications that have a Final Score assigned to that Grant type. The
recommended calculation will run so long as at least one application has
their final Score reported. Keep in mind when running the Recommended
Awards calculation having fewer applications with final score than the
total will give a false recommended award. The Recommended Award
calculates all the funds available against applicable applications, so
the fewer will have a greater share of the funds. Therefore, the
Recommended Application calculations should be executed only when the \#
Final score equals \# applied.

To calculate recommended awards, follow these steps:

1.  From the left navigation menu, click the **Calculate Recommended
    Awards** hyperlink. The *Recommended Awards for Fiscal Year 200X* --
    Grant Type screen appears if funding allocation method is by Grant
    Type only. The Recommended Awards Calculation for Fiscal Year 200X -
    Grant Type and HUD Office screen appears if funding allocation
    method is by Grant Type and HUD Office.

![](media/image20.png){width="6.498611111111111in"
height="2.3333333333333335in"}

Figure 221.A. PM: Recommended Awards Calculation for Fiscal Year 200X -
Grant Type

![](media/image21.png){width="6.194444444444445in"
height="5.741666666666666in"}

Figure 221.B. PM: Recommended Awards Calculation for Fiscal Year 200X -
Grant Type and HUD Office

-   Locate the entry you want to calculate the recommended award amounts
    for, and click the **Grant Type**. The *HCS Generated Award
    Recommendations* page is displayed. The method used for calculation
    is indicated in the title line. The Calculation Method, which is
    Proportion in fiscal year 2006, is set up in the Setup Recommended
    Award Criteria function under Maintenance sub-menu.

> ![](media/image22.png){width="5.8125in" height="6.941666666666666in"}
>
> **Figure 222. PM: HCS Generated Award Recommendations--Proportion
> Method screen, Part 1**
>
> ![](media/image23.png){width="5.85in" height="2.6368055555555556in"}
>
> **Figure 223. PM: HCS Generated Award Recommendations--Proportion
> Method screen, Part 2**
>
> ![](media/image24.png){width="5.865277777777778in" height="2.60625in"}
>
> **Figure 224. PM: HCS Generated Award Recommendations--Proportion
> Method, Part 3**
>
> ![](media/image25.png){width="4.028472222222222in"
> height="2.691666666666667in"}
>
> **Figure 225. PM: HCS Generated Award Recommendations--Proportion
> Method, Part 4**
>
> ![](media/image26.png){width="1.6493055555555556in"
> height="8.693055555555556in"}
>
> **Figure 226. PM: Calculate Recommended Awards - Comprehensive screen
> -- Part 5.**
>
> The Recommended Award Calculation page is a very detail display of how
> the calculations are executed. This page gives the user a detail
> summary of the various variables that affect the calculation to ensure
> it is setup correctly. The lengthy columns show each iteration needed
> to calculate in order to properly assign award amounts to exhaust all
> the available funds. The blue highlights targeted applications that
> applied to the iteration. Only these are involved with the segment's
> calculation. The yellow highlights closes out an application after it
> completes its calculation and an award amount is given.

-   Go to the bottom of the calculation page and click **Save** to save
    the recommended awards to the database. Calculated applications will
    be reflected under the \# **Calculated** column.

-   Monitor the **\# Calculated** for it to equal the **\# Applied** to
    determine when all applications have been calculated. All
    applications applied must be calculated to get an accurate
    **Recommended Award** for each application.

-   The **Recommended Award** amount should equal **Allocated amount**
    when all applications are calculated.

**Note:**

> When you are reviewing the form:

-   Ensure that the proper Grant Category & Type is reflected in the
    Heading at the top for your office.

-   Verify that the variables are properly set with correct values.
    Report discrepancies to System's Program Manager.

-   Existing applications with final scores will be listed in the
    \"Recommended Award Calculation\" matrix showing calculation
    results. As more applications are scored, they will be added to the
    list expanding the matrix showing calculation and recommended
    awards.

-   If Recommended Awards equal (=) Requested Amount, the calculation
    most likely equaled or exceeded the requested amount, but assigned
    the value to the restriction of not exceeding Requested Amount. If
    the Recommended Amount is less than (\<) the Requested Amount, the
    calculation for the award amount was less than the requested amount
    due to the low score.

-   Results Summary - provides a quick analysis of results showing
    totals and average figures.

-   If all applications are scored and the Balance grant amount is above
    zero (\$0), the scores and variable restrictions did not permit all
    funds from being awarded.

> Note - Field Definition KEY:

-   [Agencies Calculated for Awards]{.underline} - This shows how many
    agencies for this particular grant had final scores submitted and
    HCS calculated their respective recommended grant award.

-   [Agencies w/Recommended Awards]{.underline} - This shows the number
    of agencies that scored equal/greater than the minimum score and
    resulted in a calculation producing a recommended award.

-   [Agencies Scoring less than Minimum]{.underline} - This shows the
    number of agencies that scored below the minimum score required to
    be calculated for a recommended award. These agencies are not
    recommended to receive an award.

-   [Agencies Applied for Funding]{.underline} - This shows the total
    number of agencies that submitted an application for the specified
    grant award.

-   [Agencies not yet Scored]{.underline} - This shows the number of
    agencies that were not scored to date and are waiting to be
    calculated for their recommended award. When all applications are
    evaluated and have final scores, this number should equal zero (=
    0).

-   [Iterations to complete Calculation]{.underline} - This indicates
    how many times the calculations had to be conducted to satisfy
    variable values and expend available funds.

-   [Total Awarded]{.underline} - This is the summation of awards for
    all applications scoring high enough to be calculated for a
    recommended award.

-   [Average Award]{.underline} - This is the average amount of
    recommended awards based on those applications that were calculated
    for funding. This average therefore is not based on all
    applications.

-   [Average Score]{.underline} - This is the average score of all
    applications that were calculated for recommended awards regardless
    of the score the application received in their evaluation.

### Input Awards/Sub Allocations

As a Program Manager you can input awards and sub-allocate funding to
sub-agencies. Follow these steps to input/review the awards and
sub-allocations:

1.  From the left navigation menu, click the **Input Awards/Sub
    Allocations** hyperlink. The *Input Awards for FY 200X -- Grant Type
    Funding Allocation* screen appears when funding allocation method is
    by Grant Type only. The Input Awards for FY 200X -- Grant Type and
    HUD Office Funding Allocation screen appears when funding allocation
    method is by Grant Type and HUD Office, displaying the available HUD
    Offices, and the allocated funds, amount awarded, and the grant type
    for each office.

> ![](media/image27.png){width="6.301388888888889in"
> height="3.3847222222222224in"}
>
> **Figure 227.A. PM: Input Awards for FY 200X -- Grant Type Funding
> Allocation**

![](media/image28.png){width="6.281944444444444in"
height="5.654166666666667in"}

Figure 227.B. PM: Input Awards for FY 200X -- Grant Type and HUD Office
Funding Allocation

-   Click the **HUD Office or Grant Type** hyperlink for the
    applications you'd like to input/review awards. The *Select a Grant
    Application to Award for FY 200X* screen appears.

![](media/image29.png){width="6.4944444444444445in"
height="1.9305555555555556in"}

Figure 228. PM: Select a Grant Application to Award for FY 200X

-   To sort this list: Click on **Agency Name** button to list the
    agencies in Agency Name order. Click on **Application ID** button to
    list the agencies in Application ID order. Click on **Tax ID
    Number** (TIN) button to list the agencies in TIN number and Agency
    Name order.

-   To select a grant application from a specific agency, click the
    hyperlink for the agency's name in the **Agency Name** column. The
    *Input Awards for FY 200X* screen appears.

![](media/image30.png){width="6.3875in" height="3.5in"}

Figure 229. PM: Input Awards for FY 200X (by Agency)

-   Complete the form; enter the amount awarded. The amount awarded
    should not exceed the agency's requested amount and the Amount
    Remaining, which is shown in green on the page.

-   To sub-allocate funds to any associated sub-agencies, click
    **Sub-Agency Allocation** button. The *Sub-Agency Grant Allocations*
    screen appears. The Sub-Allocation button is active only when the
    grantee is Awarded. The Sub-Allocation button is presented only to
    those Awarded agencies that have sub-agencies.

![](media/image31.png){width="6.499305555555556in"
height="3.6979166666666665in"}![](media/image32.png){width="6.499305555555556in"
height="4.129861111111111in"}

Figure 230. PM: Sub-Agency Grant Allocation

> This page serves several functions. Primarily, it serves as a tool to
> sub-allocate the grant funds to the appropriate sub-agencies within
> your organization. Agencies that are sub-allocated will become
> approved and active in HUD\'s program for the funding fiscal year.
> Agencies not sub-allocated will be disapproved for the funding year.
> This page also allows input to the number of counselors each agency
> employs and the number of clients the agency plans to service under
> HUD\'s program. The counselor numbers can be adjusted throughout the
> year and can be accessed from the agency\'s profile page. The client
> number cannot be adjusted after the input suspense date is reached.\
> \
> Grant allocation can be initially distributed several ways using
> automated tools provided. Allocate evenly distributes funds evenly
> among all agencies. Allocation by counselors and by clients
> distributes funds proportionally by these values among the agencies.
> Sub-allocation for agencies can always be edited for specific values.
> There are also places to allocated funds for Administrative and
> Indirect costs.

-   Key in data into Administrative Allocation and Indirect Cost fields,
    the Available Funds for sub-allocation will be automatically
    recalculated by the system and be displayed. Key in data to **\# of
    Counselors** and **\# of Projected Clients** fields.

-   If you already have the sub-allocation amounts for the agencies in
    the list, you may key in the numbers directly. Or, you may use one
    of the three Allocate buttons to calculate the funding automatically
    by the system. To allocate the funds evenly, click **Allocate
    Evenly** button. To allocate by number of counselors, click
    **Allocate By \# of Counselors** button. To allocate by number of
    clients, click **Allocate By \# of Clients** button**.**

-   If one of the automated tools were applied, the actual
    Sub-Allocation amount can be edited manually to ensure the parent
    organization allocates their grant awarded funds according to their
    plan. The automated calculations are available only as a suggested
    tool and the parent agency is not obligated to use it.

-   Review the form for accuracy and make necessary data adjustments.
    Make any adjustments to ensure the balance is \$0 (zero). To save
    the input data and/or allocations, click the **Submit** button. If
    the amount in Balance line shows \$0, the screen will refresh with
    the messages indicating the data has been saved (see Figure 221).

![](media/image33.png){width="6.496527777777778in"
height="5.353472222222222in"}

Figure 231.A. PM: Sub-Agency Grant Allocation -- Data Saved Messages

-   Otherwise, if the Balance is not \$0, a warning message as shown in
    Figure 232 will be displayed.

> ![](media/image34.png){width="2.627083333333333in"
> height="0.8173611111111111in"}

Figure 231.B. PM: Sub-Agency Grant Allocation -- Funds not Fully
Sub-Allocated Warning Message

> If the **Cancel** button is clicked, it will allow user to distribute
> the balance and adjust the allocation amount(s). When the balance is
> \$0, click the **Submit** button again. The screen will refresh with
> the messages indicating the data has been saved (see Figure 231).
>
> If the **OK** button is clicked, the screen will refresh with the
> instructional messages as shown in Figure 233.

![](media/image35.png){width="6.493055555555555in"
height="0.7166666666666667in"}

Figure 232. PM: Sub-Agency Grant Allocation -- Funds not Fully
Sub-Allocated Instructional Messages

-   To print data shown on the page, click **Print** button and follow
    the instructions in the *Print* dialog box. To export data to
    Microsoft Excel spreadsheet, click **Export** button and follow the
    instructions in the *File Download* dialog box. Click **Cancel**
    button will take you to the *Input Awards for FY 200X* screen.

Please note that --

1\. Agency type changes between Affiliate and Sub-Grantee when
Sub-Allocation value is inputted. If a sub-agency is of type Affiliate,
after it is sub-allocated with funding amount, its type will be changed
to Sub-Grantee automatically by the system. On the other hand, if a
sub-allocation amount is removed from a Sub-Grantee, its type will be
changed to Affiliate automatically by the system.

![](media/image36.png){width="6.0in" height="0.25277777777777777in"}

![](media/image37.png){width="6.0in" height="0.25277777777777777in"}

Figure 233. PM: Sub-Agency Grant Allocation -- Agency Type Changed from
Sub Grantee to Affiliate

2.  **Sub-Allocation** amounts are saved to the database with the same
    fiscal year the Parent Agency was awarded with grant.

```{=html}
<!-- -->
```
3.  Click on **Parent Agency ID** hyperlink, parent agency profile of
    the awarded year will be displayed.

4.  Data in Agency Type, **\# of Counselors,** and **\# of Projected
    Clients** columns are saved to one year after the sub-agencies are
    sub-allocated for.

5.  Click on sub-agency's Agency ID hyperlink, sub-agency profile of one
    year after the sub-agency is sub-allocated with funding for will be
    displayed.

6.  Check to ensure all sub-agencies are listed below. If an agency is
    not listed, go to Parent Agency Profile for the year the grant will
    be funded and spent, not the awarded year, and add sub-agency to its
    list. Likewise remove any agencies that are not assigned to your
    organization. If Sub-Agency has incorrect information, the Agency ID
    is a hyperlink to go directly to agency\'s profile.

### Reports

The HCS system comes with a variety of reports. These reports can be
viewed, printed, and exported to Excel spreadsheet. These reports
provide management with a view of the application process. Also, these
reports are excellent views of the post-processing results. Below are
instructions on how to generate, print, and export reports. Also, the
sections below show a sample of each report and details about what
information each report contains.

#### Viewing Reports

To view any of the HCS system reports, take the following steps:

1.  From the left navigation menu, scroll down to the **Reports**
    section.

-   Click the hyperlink of the report you want to generate from the
    **Reports** sub-menu in left navigation frame**.** For example, if
    you click **Applications Status** hyperlink from left frame, the
    *Applications Status for FY 200X* screen appears.

![](media/image38.png){width="6.491666666666666in"
height="1.4131944444444444in"}![](media/image39.png){width="6.4944444444444445in"
height="0.85in"}

Figure 234. PM: Reports - Applications Status for FY 200X

You have now accessed a report to view. To view other reports, follow
the same steps as above.

#### Printing Reports

You can print any of the HCS system reports by following these steps:

1.  From the left navigation menu, scroll down to the **Reports**
    section.

-   Click the hyperlink of the report you want to generate from the
    **Reports** sub-menu in left navigation frame**.** For example, if
    you click **Applications Status** hyperlink from left frame, the
    *Applications Status for FY 200X* screen appears.

![](media/image38.png){width="6.491666666666666in"
height="1.4131944444444444in"}

(data abbreviated)

![](media/image39.png){width="6.4944444444444445in" height="0.85in"}

Figure 235. PM: Reports - Application Status for FY 200X

-   Click the **Print** button. The *Print* dialog box similar to follow
    appears.

![](media/image40.png){width="4.276388888888889in"
height="3.8895833333333334in"}

Figure 236. PM: Reports - Print Dialog Box.

-   Click the **Print** button to print the report.

You have now successfully printed a report. Repeat these steps to print
any of the other reports available.

#### Exporting Reports

You can export any of the HCS system reports to Excel spreadsheet by
following these steps:

1.  From the left navigation menu, scroll down to the **Reports**
    section.

-   Click the hyperlink of the report you want to generate from the
    **Reports** sub-menu in left navigation frame**.** For example, if
    you click **Applications Status** hyperlink from left frame, the
    *Applications Status for FY 200X* screen appears.

![](media/image38.png){width="6.491666666666666in"
height="1.4131944444444444in"}

(data abbreviated)

![](media/image39.png){width="6.4944444444444445in" height="0.85in"}

Figure 237. PM: Reports - Application Status for FY 200X

-   Click the **Export** button. The *File Download* dialog box appears.

![](media/image41.png){width="3.951388888888889in"
height="2.826388888888889in"}

Figure 238. PM: Reports - File Download Dialog Box.

-   Click **Open** button to open the spreadsheet in HCS web page. Or,
    click **Save** button and follow the instruction to save the report
    to a Microsoft Excel file.

You have now exported an HCS system report. Follow these steps again to
export any of the other reports.

### Report Examples

#### Applications Status 

Applications Status report shows the dates when each assigned reviewer
and primary reviewer completed their evaluation.

1.  From the left navigation menu, under **Reports** sub-menu, click
    **Applications Status** hyperlink, the *Applications Status for FY
    200X* screen appears.

![](media/image42.png){width="6.264583333333333in"
height="1.3666666666666667in"}

(data abbreviated)

![](media/image39.png){width="6.274305555555555in"
height="0.8222222222222222in"}

Figure 239. PM: Reports - Applications Status for FY 200X

2.  To sort this list:

-   Click on **Agency Name** hyperlink will sort the list first in
    Agency Name order, and then in TIN number and Application ID order.

-   Click on **TIN** hyperlink will sort the list first in TIN number
    order, and then in Agency Name and Application ID order.

-   Click on **Appl ID** hyperlink will sort the list first in
    Application ID order, and then in Agency Name and TIN number order.

-   Click on **Prim Rvwr** hyperlink will sort the list first in Primary
    Reviewer's last name and first name order, and then in Agency Name,
    TIN number, and Application ID order.

3.  Click the **Primary Reviewer Statistics** button on the report, the
    *Primary Reviewers Statistics for FY 200X* screen appears:

![](media/image43.png){width="3.1493055555555554in"
height="1.8069444444444445in"}

(data abbreviated)

![](media/image44.png){width="3.161111111111111in"
height="0.43194444444444446in"}

Figure 240. PM: Reports - Primary Reviewers Statistics for FY 200X

4.  To view the list of applications which evaluations have not been
    completed yet, click **Not Evaluated** button. The *Application
    Status for FY 200X (Not Evaluated)* page is displayed. Any
    application that has one or more scores missing is listed.

![](media/image45.png){width="6.250694444444444in"
height="0.2604166666666667in"}![](media/image46.png){width="6.2347222222222225in"
height="0.59375in"}

(data abbreviated)

![](media/image47.png){width="6.236805555555556in"
height="0.5465277777777777in"}

Figure 241. PM: Reports - Applications Status for FY 200X (Not
Evaluated)

5.  To view the list of applications which evaluations have been
    completed, click **Evaluated** button. The *Application Status for
    FY 200X (Evaluated)* page is displayed. Applications with all scores
    posted are listed.

![](media/image48.png){width="6.261111111111111in"
height="0.8534722222222222in"}

(data abbreviated)

![](media/image47.png){width="6.2659722222222225in"
height="0.5430555555555555in"}

Figure 242. PM: Reports - Applications Status for FY 200X (Evaluated)

6.  If the Applications Status report you are working on is current
    fiscal year, Primary Reviewer's name is a hyperlink.

![](media/image49.png){width="6.0784722222222225in"
height="1.492361111111111in"}

Figure 243. PM: Reports - Applications Status for 200X (current fiscal
year)

7.  Click hyperlink of Primary Reviewer's name, the *Grant Applications
    for 200X* (current fiscal year) page appears.

![](media/image50.png){width="6.179861111111111in"
height="2.1173611111111112in"}

Figure 244. PM: Reports -- Grant Applications for FY 200X for Primary
Reviewer (current fiscal year)

#### Scores Status 

This report lists all the scores for each application for a
comprehensive view of on all applications that were processed.

From the left navigation menu, under **Reports** sub-menu, click
**Scores Status** hyperlink, the *Scores Status Report for Fiscal Year
200X* screen appears.

![](media/image51.png){width="6.497916666666667in"
height="2.7416666666666667in"}

Figure 245. PM: Reports -- Scores Status

#### Strength/Weakness by Factor Report

1.  From the left navigation menu, under **Reports** sub-menu, click
    **Strength/Weakness by Factor** hyperlink, following prompt appears.
    If **OK** button is clicked, the Strength and Weakness comments will
    be included in the report. If **Cancel** button is clicked, the
    Strength and Weakness comments will not be included in the report.

![](media/image52.png){width="4.027083333333334in"
height="1.3715277777777777in"}

Figure 246. PM: Reports - Strength/Weakness by Factor Report -- Whether
to Show Strengths and Weaknesses in the Report Prompt

2.  Click on **OK** or **Cancel** button from the prompt, the message
    box will be closed. The *Select a Factor for FY 200X* screen appears
    in the foreground.

![](media/image53.png){width="3.9256944444444444in"
height="1.7305555555555556in"}

Figure 247. PM: Reports - Strength/Weakness by Factor Report - Select a
Factor

3.  Click on any Factor hyperlink, the report of the selected Factor
    appears. The first screen in the following shows the report with
    Strength and Weakness comments. The second screen in the following
    shows the report without Strength and Weakness comments.

![](media/image54.png){width="6.499305555555556in"
height="2.904861111111111in"}

(data abbreviated)

![](media/image55.png){width="0.9472222222222222in"
height="0.3138888888888889in"}

Figure 248. PM: Reports - Strength/Weakness by Factor Report, with
Strength and Weakness comments.

![](media/image56.png){width="6.499305555555556in"
height="1.7833333333333334in"}

(data abbreviated)

![](media/image55.png){width="0.9472222222222222in"
height="0.3138888888888889in"}

Figure 249. PM: Reports - Strength/Weakness by Factor Report, without
Strength and Weakness comments.

#### Strength/Weakness All Factors Report

1.  From the left navigation menu, under **Reports** sub-menu, click on
    **Strength/Weakness All Factors** hyperlink, the same prompt as
    shown in Figure 223 appears. If **OK** button is clicked, the
    Strength and Weakness comments will be included in the report. If
    **Cancel** button is clicked, the Strength and Weakness comments
    will not be included in the report.

2.  Click on **OK** or **Cancel** button from the prompt, the message
    box will be closed. The *Select a Grant Application for FY 200X*
    screen appears in the foreground. The list is ordered by Application
    ID.

![](media/image57.png){width="6.497916666666667in"
height="1.1423611111111112in"}

(data abbreviated)

Figure 250. PM: Reports - Strength/Weakness All Factors Report - Select
a Grant Application

3.  Click on a hyperlink from the list, the report of the selected
    Agency and Application ID appears. The first screen in the following
    shows the report with Strength and Weakness comments. The second
    screen shows the report without Strength and Weakness comments.

![](media/image58.png){width="6.49375in" height="4.746527777777778in"}

Figure 251. PM: Reports - Strength and Weakness All Factors Report, with
Strength and Weakness

![](media/image59.png){width="6.491666666666666in"
height="3.379861111111111in"}

Figure 252. PM: Reports - Strength and Weakness All Factors Report,
without Strength and Weakness

#### Funding Recommendation Report

This report provides a view of Final scores, Recommended awards and
Requested grant amount.

From the left navigation menu, under **Reports** sub-menu, click on
**Funding Recommendation** hyperlink, the *Funding Recommendation Report
for Fiscal Year 200X* appears.

![](media/image60.png){width="6.49375in" height="1.01875in"}

(data abbreviated)

![](media/image61.png){width="6.4840277777777775in"
height="0.1763888888888889in"}

(data abbreviated)

![](media/image62.png){width="6.49375in" height="1.2958333333333334in"}

(data abbreviated)

![](media/image63.png){width="0.8166666666666667in" height="0.25625in"}

Figure 253. PM: Reports -- Funding Recommendation Report

#### Funding Report

This report compares Allocated funds against Awarded funds at the grant
category level showing balance to check that all grant funds have been
allocated.

From the left navigation menu, under **Reports** sub-menu, click
**Funding Report** hyperlink, the *Funding Report for Fiscal Year 200X
appears.*

![](media/image64.png){width="6.496527777777778in" height="4.21875in"}

Figure 254. PM: Reports - Funding Report

#### Awards Report by Agency

This report provides an excellent summary of awards using drill down
screens. The initial screen provides a comprehensive summary of the
grant processing year at one glance, providing number of agencies
applying, those awarded and comparing awards with Requested and
Recommended Awards. This shows all application results regardless of if
they are awarded or not.

1.  From the left navigation menu, under **Reports** sub-menu, click on
    **Awards Report by Agency** hyperlink, the *Awards Report by Agency*
    appears*.* This statistic matrix displays awards and related
    information in each HUD office, and HUD totals. The data shown in
    **\# Agencies** column is the number of HUD-Approved Independent
    Agencies who are qualified to apply for grant in the fiscal year.

![](media/image65.png){width="6.495833333333334in"
height="2.0701388888888888in"}

Figure 255. PM: Reports -- Awards Report by Agency

2.  Click HUD office name hyperlink, the report is drilled down to HUD
    office level. For example, click **HOC 2 -- Atlanta** hyperlink, a
    list of agencies applied for grants and their relevant data are
    displayed in agency name order.

![](media/image66.png){width="6.495833333333334in"
height="1.8444444444444446in"}

(data abbreviated)

![](media/image67.png){width="6.499305555555556in"
height="0.6430555555555556in"}

Figure 256. PM: Reports -- Awards Report by Agency

3.  To sort the list of agencies in HUD office level:

-   Click on **Agency** hyperlink will sort the list in Agency Name
    order.

-   Click on **Agency ID** hyperlink will sort the list in Agency ID
    order.

4.  To search for a particular agency or multiple agencies, click the
    **Agency Search** button at the bottom of the *Awards Report by
    Agency* page. The *Awards Report by Agency -- Agency Search* page
    appears.

![](media/image68.png){width="5.184722222222222in"
height="2.765277777777778in"}

Figure 257. PM: Reports -- Awards Report by Agency -- Agency Search

5.  In Agency Search page, key in search criteria and click the
    **Search** button. For example, key in 'ADVANC' to Agency Name field
    and click the **Search** button (see Figure 249). A list of agencies
    that contain 'ADVANC' in their agency name are displayed (see Figure
    250). Notice that in Figure 250, the Awards Report is drilled down
    to agency level. It lists all the grant types available for the
    fiscal year you are working on, and displays data of the grant
    type(s) that is/are applicable to each agency in the list. For the
    grant type(s) the agency didn't apply, zero dollar amount is shown.

![](media/image69.png){width="5.00625in" height="2.775in"}

Figure 258. PM: Reports -- Awards Report by Agency -- Agency Search for
Agency Name 'ADVANC'

![](media/image70.png){width="5.232638888888889in"
height="2.0506944444444444in"}

Figure 259. PM: Reports -- Awards Report by Agency -- Result of Agency
Search for Agency Name 'ADVANC'

6.  From the *Awards Report by Agency* in HUD Office level, as shown in
    Figure 228a, click an agency name hyperlink under **Agency** column.
    The award report for the selected agency is displayed.

![](media/image71.png){width="5.202083333333333in"
height="1.3215277777777779in"}

Figure 260. PM: Reports -- Awards Report by Agency -- for One Selected
Agency

#### Awards Report by Office

This report lists agencies that are awarded a grant and listed in
respective of their assigned HUD office.

1.  From the left navigation menu, under **Reports** sub-menu, click
    **Awards Report by Office** hyperlink, the *Awards Report by Office*
    *for Fiscal Year 200X appears.*

![](media/image72.png){width="6.491666666666666in"
height="0.9229166666666667in"}

(data abbreviated)

![](media/image73.png){width="6.49375in" height="0.175in"}

(data abbreviated)

![](media/image74.png){width="6.495833333333334in"
height="1.0131944444444445in"}

(data abbreviated)

![](media/image75.png){width="6.49375in" height="0.49444444444444446in"}

Figure 261. PM: Reports - Awards Report by Office

#### Awards Report by State

This report groups all agencies that are awarded a grant in respective
to their State they are located in.

3.  From the left navigation menu, under **Reports** sub-menu, click
    **Awards Report by State** hyperlink, the *Awards Report by State*
    *for Fiscal Year 200X* appears*.*

![](media/image76.png){width="6.499305555555556in"
height="0.9722222222222222in"}

(data abbreviated)

![](media/image77.png){width="6.495833333333334in"
height="1.4944444444444445in"}

Figure 262. PM: Reports - Awards Report by State

4.  To search for agency/agencies locate in a state, select the state
    from the **Select a State** dropdown at the bottom of the page, and
    click **Go** button. A list of agency/agencies awarded in the
    selected state is displayed.

![](media/image78.png){width="6.496527777777778in"
height="1.9881944444444444in"}

Figure 263. PM: Reports - Awards Report by State -- Result Page of State
Search

## Maintenance

As a Program Manager, you have the ability to perform all the
maintenance functions for the grant processing. These functions are
listed in the sequence that they are used for grant processing annual
setup:

-   Setting up grant categories

-   Setting up grant types

-   Setting up funding appropriations

-   Setting up funding allocations

-   Viewing the Office Reviewers

-   Modifying scoring criteria

-   Setting up recommended award criteria

### Modifying Scoring Criteria

This screen sets up the application's score card. Each graded Factor is
listed and a maximum score is assigned to it. Bonus points can also be
assigned to each Factor if required.

1.  From the left navigation menu, scroll down to **Maintenance**
    sub-menu.

-   Click on **Modify Scoring Criteria** hyperlink, the *Modify Scoring
    Criteria* screen appears. Following screen shows a blank Modify
    Scoring Criteria page before any modification is made.

![](media/image79.png){width="6.49375in" height="6.1930555555555555in"}

Figure 264. PM: Maintenance - Modify Scoring Criteria for FY 2007 --
Before Setup

-   The scoring criteria are used for grant applications scoring by
    reviewers and final scoring by primary reviewers. The data of Factor
    Name, Max Points, and Instructions displayed in this page are
    carried over from previous fiscal year. Should any criteria of these
    three categories for the new (current) fiscal year is changed from
    previous fiscal year, edit it and save the change to the database.
    All the Max Bonus Points data in this page are initially set to zero
    for the new fiscal year. Edit them as appropriate and save the data
    to the database.

-   In the **Instructions** column, click the **Edit** hyperlink by the
    factor that you wish to edit. The *Change Instructions for Factor X*
    screen appears in a separate window.

> ![](media/image80.png){width="6.447222222222222in"
> height="4.447222222222222in"}

Figure 265. PM: Maintenance -- Modify Scoring Criteria - Change
Instructions for Factor 1

-   Edit the instructions. Click on **Update** button to save your
    changes, or click on **Cancel** button to exit the window without
    saving. You will return to the Modify *Scoring Criteria* screen.
    Text can be copied from Microsoft Word and pasted in this section
    for east of editing.

-   After you edit the data in Modify Scoring Criteria page, click on
    **Save** button. Following confirmation message appears.

![](media/image81.png){width="2.5520833333333335in" height="1.375in"}

Figure 266. PM: Maintenance - Scoring Criteria Data Update Confirmation
Message

2.  Click on **OK** button to close the popup message. The updated data
    is saved. The page is refreshed as following screen shows. Notice
    that Max Bonus Point for LHCA Comprehensive, Factor 1 is set to
    2.00.

![](media/image79.png){width="6.49375in" height="6.1930555555555555in"}

Figure 267. PM: Maintenance - Modify Scoring Criteria for FY 2006 --
After Setup

### Setup Recommended Award Criteria

This feature allows the Recommended Awarded calculation to be executed
by one of two methods. Ratio calculation divides all applications
together according to their final scores. Proportion calculation
determines awards by first calculating each grouping (proportion), so
the top scores get their maximum amount of award before the lower scored
applications are calculated.

1.  From the left navigation menu, scroll down to **Maintenance**
    sub-menu.

-   Click on **Setup Recommend Award Criteria** hyperlink, the *Setup
    Recommended Award Criteria* screen appears. The first screen below
    (Figure 234) shows a blank Recommended Award Criteria page before
    setting up. The second screen below (Figure 234a) shows the Setup
    Recommended Award Criteria page after setup is completed.

![](media/image82.png){width="5.0152777777777775in"
height="3.5854166666666667in"}

Figure 268. PM: Maintenance - Setup Recommended Award Criteria - Before
Setup

> ![](media/image83.png){width="5.936111111111111in"
> height="6.447222222222222in"}

Figure 269. PM: Maintenance - Setup Recommended Award Criteria - After
Setup

-   To delete a Proportion Calculation Method Criteria entry, click the
    ![](media/image84.png){width="0.21875in" height="0.21875in"} button
    next to the criteria that you wish to delete. The following message
    appears.

![](media/image85.png){width="2.8694444444444445in"
height="1.145138888888889in"}

Figure 270. PM: Maintenance - Setup Recommended Award Criteria - Confirm
Delete Message 1

-   If you wish to delete, click **OK** button. To cancel, click
    **Cancel** button.

-   If you want to change the Calculation Method from Proportion to
    Ratio while there is data in the Proportion Calculation Method
    Criteria section, following confirmation message appears.

![](media/image86.png){width="5.981944444444444in"
height="1.2715277777777778in"}

Figure 271. PM: Maintenance - Setup Recommended Award Criteria --
Confirm Delete Message 2

-   If you are sure you want to change the calculation method, click
    **OK** button. To cancel this action, and close without deleting the
    Proportion Calculation Method criteria, click **Cancel** button.

### Setup Grant Categories

This function is only applicable to Program Managers. Here HCS variables
are set and funds allocated in accordance with the guidance given in the
SuperNOFA.

1.  From the left navigation menu, scroll down to **Maintenance**
    sub-menu.

```{=html}
<!-- -->
```
2.  Click the **Setup Grant Category** hyperlink. The *Grant Category*
    screen appears.

![](media/image87.png){width="6.497222222222222in"
height="2.7729166666666667in"}

Figure 272. PM: Maintenance- Setup Grant Category

-   This screen lists all the existing grant categories and their setup
    parameters. To view the definitions of each field, click **Field
    Definitions (click to view)** hyperlink. The *Field Definitions*
    appear at the bottom of the page. To close the definitions section,
    click the hyperlink again. The Setup Grant Category function allows
    Program Manager to create new grant categories, edit or delete the
    existing grant categories. Please note that removes a grant category
    will effect the entire HCS system.

![](media/image88.png){width="5.272916666666666in"
height="5.272916666666666in"}

Figure 273. PM: Maintenance - Setup Grant Category - Fields Definitions

-   To create a new grant category, click on the **New** hyperlink. The
    *Grant Category -- New* screen appears. To view the field
    definitions, click **Field Definitions (click to view)** hyperlink.
    Complete the necessary fields in the page. Click **Submit** to save
    your new grant category. Click **Cancel** to cancel this action. You
    will be returned to the *Grant Category* screen.

![](media/image89.png){width="4.928472222222222in"
height="3.488888888888889in"}

Figure 274. PM: Maintenance - Grant Category -- New

-   To edit a grant category, click the **Edit** hyperlink by the name
    of the grant category that you want to edit. The *Grant Category --
    Edit* screen appears. To view the field definitions, click **Field
    Definitions (click to view)** hyperlink. Edit the fields that you
    wish to change. To save your changes, click **Submit**. To cancel
    these changes, click **Cancel**. You will be returned to the *Grant
    Category* screen.

![](media/image90.png){width="6.497222222222222in"
height="3.3694444444444445in"}

Figure 275. PM: Maintenance - Grant Category -- Edit

-   To delete a grant category, find the grant category you wish to
    delete from *Grant Category* page and click the **Delete**
    hyperlink. The *Delete* warning message appears.

![](media/image91.png){width="3.404166666666667in"
height="1.2694444444444444in"}

Figure 276. Setup Maintenance - Grant Category - Delete Confirmation
Message 1

-   If you are sure that you want to delete this grant category, click
    **OK** button; another message appears (see following screen). To
    cancel, click **Cancel** button**.**

![](media/image92.png){width="4.345138888888889in"
height="1.2305555555555556in"}

Figure 277. PM: Maintenance - Setup Grant Category -- Delete
Confirmation Message 2

-   To delete, click **OK** button from the second delete confirmation
    message. To cancel, click **Cancel** button from the second delete
    confirmation message.

### Setup Grant Type

1.  From the left navigation menu, scroll down to **Maintenance**
    sub-menu.

```{=html}
<!-- -->
```
3.  Click the **Setup Grant Type** hyperlink**.** The *Setup Grant Type*
    screen appears.

![](media/image93.png){width="6.497222222222222in"
height="2.7243055555555555in"}

Figure 278. PM: Maintenance - Setup Grant Type

-   This screen lists all the existing grant types and their setup
    parameters. To view the definitions of each field, click **Field
    Definitions (click to view)** hyperlink. The *Field Definitions*
    appear at the bottom of the page. To close the definitions section,
    click the hyperlink again. The Setup Grant Type function allows
    Program Manager to create new grant types, edit or delete the
    existing grant types. Please note that removes a grant type will
    effect the entire HCS system.

![](media/image94.png){width="6.7875in" height="4.036111111111111in"}

Figure 279. PM: Maintenance - Grant Type Menu -- Fields Definitions

-   To create a new grant type, click on the **New** hyperlink. The
    *Grant Type -- New* screen appears. To view the field definitions,
    click **Field Definitions (click to view)** hyperlink. Complete the
    necessary fields in the page. Click **Submit** to save your new
    grant type. Click **Cancel** to cancel this action. You will be
    returned to the *Grant Type* screen.

![](media/image95.png){width="6.496527777777778in" height="3.1875in"}

Figure 280. PM: Maintenance - Setup Grant Category -- New

-   To edit a grant type, click the **Edit** hyperlink by the name of
    the grant type that you want to edit. The *Grant Type -- Edit*
    screen appears. To view the field definitions, click **Field
    Definitions (click to view)** hyperlink. Edit the fields that you
    wish to change. To save your changes, click **Submit**. To cancel
    these changes, click **Cancel**. You will be returned to the *Grant
    Type* screen.

![](media/image96.png){width="5.235416666666667in"
height="2.9430555555555555in"}

Figure 281. PM: Maintenance - Setup Grant Type - Edit

-   To delete a grant type, find the grant category you wish to delete
    and click the **Delete** hyperlink. The *Delete* warning message
    appears.

![](media/image97.png){width="2.785416666666667in"
height="1.2208333333333334in"}

Figure 282. Maintenance - Setup Grant Type - Delete Confirmation Message
1

-   If you are sure that you want to delete this grant type, click
    **OK** button; another message appears (see following screen). To
    cancel, click **Cancel** button**.**

![](media/image98.png){width="4.1194444444444445in"
height="1.2486111111111111in"}

Figure 283. PM: Maintenance - Setup Grant Type - Confirm Deletion
Message 2

-   To delete, click **OK** button from the second delete confirmation
    message. To cancel, click **Cancel** button from the second delete
    confirmation message.

### Setup Funding Appropriations

This feature assigns grant appropriations to various grant types and
categories in accordance with the SuperNOFA.

1.  From the left navigation menu, scroll down to **Maintenance**
    sub-menu.

-   Click on **Setup Funding Appropriations** hyperlink**.** The *Setup
    Funding Appropriation* screen appears. Following is a blank Setup
    Funding Appropriations page before data is input into the page.

> ![](media/image99.png){width="6.497222222222222in"
> height="4.723611111111111in"}
>
> **Figure 284. PM: Maintenance - Setup Funding Appropriations Screen
> Before Setup**

-   The page controls the allocation grant categories, grant types, and
    HUD offices that are available to be used for a particular fiscal
    year. The Appropriations section contains the highest level
    information to validate against the rest of the page. The
    sub-sections Types and Funding Strategy allow for the addition of a
    new data.

-   To add a data element in a sub-section, choose the value from the
    dropdown list and click the **Add** hyperlink.

-   To remove a data element from a sub-section, click the delete button
    ![](media/image84.png){width="0.21875in" height="0.21875in"} to the
    right of the entry. The delete message appears.

![](media/image100.png){width="2.8430555555555554in"
height="1.3020833333333333in"}

Figure 285. PM: Maintenance -- Setup Funding Appropriations - Delete
Message

-   If you want to delete the data element, click on **OK** button. If
    you want to cancel the delete function, click on **Cancel** button.

-   To save the values on the page, click the **Setup Appropriations**
    button at the bottom of the page. Following is the Funding
    Appropriations page after the setup is completed.

![](media/image101.png){width="6.497222222222222in"
height="4.723611111111111in"}

Figure 286. PM: Maintenance - Setup Funding Appropriations Screen After
Setup

### Funding Allocations

As a Program Manager at Headquarters you enter all of the funding
allocations according to grant type and HUD office.

1.  From the left navigation menu, click the **Grant Processing**
    hyperlink. The *200X Funding Grant Processing - Getting Started*
    screen appears.

![](media/image2.png){width="6.491666666666666in"
height="3.652083333333333in"}![](media/image102.png){width="6.491666666666666in"
height="0.4173611111111111in"}

Figure 287. PM: 200X Funding Grant Processing -- Getting Started

-   From the left navigation menu, click the **Setup** **Funding
    Allocations** hyperlink. The *Funding Allocation 200X* screen
    appears. Following is a Funding Allocation page using allocation by
    Grant Type only.

> ![](media/image103.png){width="6.497222222222222in"
> height="4.393055555555556in"}

Figure 288. PM: Grant Application Process - Funding Allocation by Grant
Type

> If funding allocation method is by Grant Type and HUD Office the
> following page is displayed:

![](media/image104.png){width="6.395138888888889in"
height="5.603472222222222in"}

Figure 289. PM: Grant Application Process - Funding Allocation by Grant
Type and HUD Office

-   Key in funding allocation amounts to fill in all the editable fields
    on the page. The editable fields are the result of Funding
    Appropriations setup. Click the **Submit** button to save data on
    this page. Following is the page after the input data is saved. The
    TOTAL amounts are calculated by the system for display only. All
    funds must be allocated resulting in zero balance to account for
    each grant dollar.

-   To see additional information (such as the validation, difference,
    or information about Comprehensive and HECM grants), click the green
    dots. The additional information is applicable to either method of
    funding allocations. More information appears.

![](media/image105.png){width="6.497222222222222in"
height="5.110416666666667in"}

Figure 290. PM: Funding Allocation - Additional Information

-   To see the history of this funding allocation, click **Yes** next to
    **Show History**. The history appears at the bottom of the screen.

> To check if Funding Allocations are distributed accurately, ensure
> that the difference column indicates "0" (zero) for the end row.

![](media/image106.png){width="6.497222222222222in" height="6.7875in"}

Figure 291. PM: Funding Allocation - Show History

-   To verify the funding allocation, click **Verify**. A confirmation
    message appears.

![](media/image107.png){width="2.1458333333333335in"
height="1.2916666666666667in"}

Figure 292. PM: Funding Allocation - Verification Message

-   You have verified this information. Click **OK**. This saves and
    closes the allocation of grant funding.

-   To export this Funding Allocation information into an Excel
    spreadsheet, click **Excel**. When the following dialog box appears,
    decide whether to **Open**, **Save**, or **Cancel** the spreadsheet.

![](media/image108.png){width="4.197916666666667in"
height="2.9583333333333335in"}

Figure 293. PM: Funding Allocation - Export to Excel

### Office Reviewer

1.  From the left navigation menu, scroll down to **Maintenance**
    sub-menu.

-   Click the **Office Reviewer** hyperlink**.** The *Office Reviewer*
    screen appears.

![](media/image109.png){width="5.652083333333334in"
height="7.242361111111111in"}

Figure 294. PM: Maintenance - Office Reviewer

-   This page allows for viewing of which offices have or have not been
    created from the Setup Funding Appropriations page. Verify the
    information on this page against the information on Funding
    Allocations page after the setup is completed.

### Export

This section creates required fixed reports at the conclusion of the
grant processing period. This section produces reports using the Export
functions to share with various offices and departments to execute the
grant awards. You can perform a variety of tasks as needed, which
include viewing and/or exporting following HCS data:

-   List of Awardees -- text report listing agencies in the format to be
    published in the Federal Register.

-   Procurement Accounting Spreadsheet -- spreadsheet given to CFO.

-   HUD-1044 form and data -- Award document each agency must sign.

-   Award Letters = Old formatted letters not used.

-   Applications Data -- complete data in spreadsheet to allow unique
    analysis.

-   IRS Delinquent Data -- fixed report sent to HUD Grant office for
    IRS.

-   Congressional Report Data -- fixed report sent to HUD congressional
    liaison office.

-   Funding Aggregate Report -- complete comprehensive aggregate
    spreadsheet.

-   Public Affairs Report -- fixed report sent to Public Affairs office
    announcing awarded agencies.

-   Agency Award/No Award Letters Data -- official announcement given to
    each agency, providing the results of their grant applications.

-   Draw Down Report Processing -- function to record agencies' draw
    down activities.

##### List of Awardees

This is a report to be published in the Federal Register announcing
awarded agencies.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

2.  Click on **List of Awardees** hyperlink, the *Download* screen
    appears.

![](media/image110.png){width="6.499305555555556in"
height="0.7743055555555556in"}

Figure 295. PM: Export -- List of Awardees - Download

-   Click on **REGIDATA.DOC** hyperlink located in the **File Name**
    column, following *File Download* window appears.

![](media/image111.png){width="3.045138888888889in"
height="2.2104166666666667in"}

Figure 296. PM: Export -- List of Awardees -File Download window

-   Click **Open** button, the file content is displayed in HCS main
    display area. Click **Save** button, a *Save As* window appears;
    follow the direction to save the file to hard drive or other storage
    device. Click **Cancel** button to cancel file download. . This
    saved file will be forwarded to appropriate office to have it
    published in the Federal Register.

-   In the file, data is listed by grant type, grant category, HUD
    office name, and agency name order. As following figure shows, each
    data block contains agency name, address, grant type, and awarded
    grant amount.

![](media/image112.png){width="4.039583333333334in"
height="4.659027777777778in"}

Figure 297. PM: Export -- List of Awardees

##### Procurement Accounting Spreadsheet

This report is formatted and sent to the CFO to reserve grant funding.
It is necessary to coordinate with the finance office to gather updates
and added information necessary to add into columns that HCS does not
populate.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

-   Click on **Procurement Accounting Spreadsheet** hyperlink, following
    *File Download* screen appears.

![](media/image113.png){width="2.6277777777777778in"
height="1.8784722222222223in"}

Figure 298. PM: Export -- Procurement Accounting Spreadsheet -- File
Download window

-   Click **Open** button, file content is displayed in HCS main display
    area. Click **Save** button, *Save As* window appears; follow the
    direction to save the file to hard drive or other storage device.
    Click **Cancel** button to cancel file download.

-   Following figures show the content of Procurement Accounting
    Spreadsheet. Please note that Figures 258a through 258d are
    continuation of Figure 258 horizontally.

![](media/image114.png){width="6.495833333333334in"
height="0.9381944444444444in"}

Figure 299. PM: Export -- Procurement Accounting Spreadsheet, Part 1

![](media/image115.png){width="6.490972222222222in"
height="0.9458333333333333in"}

Figure 300. PM: Export -- Procurement Accounting Spreadsheet, Part 2

![](media/image116.png){width="6.491666666666666in"
height="0.9555555555555556in"}

Figure 301.A. PM: Export -- Procurement Accounting Spreadsheet, Part 3

![](media/image117.png){width="3.4902777777777776in"
height="0.9069444444444444in"}

Figure 301.B. PM: Export -- Procurement Accounting Spreadsheet, Part 4

##### HUD-1044

This report is the grant award agreement each agency must sign.

This is a form using Microsoft Mail Merge function. Review the 1044
document and enter any common information that will be in all documents
created to save time and effort. Unique information will be merge
creating individual agency 1044 forms.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

-   Click on **HUD-1044** hyperlink, the *Data Filter* screen appears.

![](media/image118.png){width="6.497916666666667in"
height="1.7027777777777777in"}

Figure 302. PM: Export -- HUD-1044 -- Data Filter

-   Select the proper data filter and click the **OK** button, the
    *Download* screen appears. . If you prefer to create one agency
    report at a time, select the 'Single Agency'. To create in mass all
    reports within a HOC, select the 'Single HOC' button.

![](media/image119.png){width="3.4625in" height="4.155555555555556in"}

Figure 303. PM: Export -- HUD-1044 - Download Screen

[]{.mark}

-   You can click on **1044DATA.DOC** hyperlink to download HUD-1044
    data to a Microsoft Word file. Or, you can click on **1044FORM.DOC**
    hyperlink to download mail merge template of HUD-1044 form to a
    Microsoft Word file. If you click on **1044DATA.DOC** hyperlink,
    following *File Download* screen appears.

![](media/image120.png){width="3.547222222222222in"
height="2.548611111111111in"}

Figure 304. PM: Export -- HUD-1044 Download -- File Download Window

-   To open the file, click the **Open** button, the data file appears
    in a separate window (see the figure below, in which data is ordered
    by State code, city name, and then by agency name). To save the file
    to your hard drive or other device, click the **Save** button. To
    cancel the file download, click the **Cancel** button.

![](media/image121.png){width="6.493055555555555in"
height="2.9145833333333333in"}

(data abbreviated)

Figure 305. PM: Export -- HUD-1044 Data File

-   If you select to download the HUD-1044 form template, the HUD-1044
    mail merge template screen appears.

![](media/image122.png){width="5.615972222222222in"
height="7.242361111111111in"}

Figure 306. PM: Export -- HUD-1044 Form - Mail Merge Template

##### Awards Letters

Original Public Affairs Report that is not used any more. This letter
therefore serves no current need.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

-   Click on **Awards Letters** hyperlink, the *Downloads/Letters*
    screen appears.

![](media/image123.png){width="6.492361111111111in"
height="1.6388888888888888in"}

Figure 307. PM: Export -- Awards Letters Downloads/Letters

-   Click on **AWARDDATA.XLS** hyperlink to view or download the awards
    data spreadsheet, the *File Download* screen appears.

**Note:** If you selected to download the **Awards Letters** Word
document instead, skip ahead to step 5.

![](media/image124.png){width="3.4625in" height="2.4875in"}

Figure 308. PM: Export -- Award Letters -- Data File Download

-   To view the awards data in a spreadsheet, click the **Open** button,
    the spreadsheet appears in HCS main display area (see figure below).
    To save the spreadsheet to hard drive or other device, click the
    **Save** button. Or to cancel file download, click the **Cancel**
    button.

![](media/image125.png){width="6.490972222222222in"
height="0.5180555555555556in"}

(data abbreviated)

Figure 309. PM: Export -- Awards Letters Data Spreadsheet

-   If you decide to generate award letters by state, click on **AWARD
    LETTERS** hyperlink, *Award Letters Data Filter* screen appears.

![](media/image126.png){width="6.492361111111111in"
height="1.6555555555555554in"}

Figure 310. PM: Export -- Award Letters Data Filter

-   Select to filter the data by either **Single State** or **ALL**. If
    you select Single State, use the drop-down field to select a
    specific state. Click on **OK** button, *Awards Report by State*
    screen appears. For example, if you selected WY (Wyoming) from
    **Single State** dropdown list, following screen appears.

![](media/image127.png){width="6.498611111111111in"
height="2.1659722222222224in"}

Figure 311. PM: Export -- Award Letters -- Awards Report by State

-   To generate letters for these awardees, click on **Generate
    Letters** button**.** The *Important* screen appears.

![](media/image128.png){width="3.9006944444444445in"
height="2.4805555555555556in"}

Figure 312. PM: Export -- Award Letters by State Download Page

-   Click on a file name hyperlink in the **Letters** column, the *File
    Download* screen appears.

![](media/image129.png){width="3.2444444444444445in"
height="2.326388888888889in"}

Figure 313. PM: Export -- Awards Letters by State File Download

-   To view the file content, click on **Open** button. The letter
    appears (see figure below). To save the file, click on **Save**
    button. To cancel file download, click on **Cancel** button.

![](media/image130.png){width="6.490972222222222in" height="3.4375in"}

Figure 314. PM: Export -- Award Letters - HUD Grant Notification Letter

##### Applications Data

This report provides a spreadsheet of all relevant information for the
grant processing period. It is useful for creating unique reports,
validating information and sharing information.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

-   Click the **Applications Data** hyperlink, the *File Download*
    screen appears.

![](media/image131.png){width="3.45in" height="2.472916666666667in"}

Figure 315. PM: Export -- Applications Data -- File Download Window

-   To open the file, click on **Open** button. The file content is
    displayed in HCS main display area (see figure below, the list is
    ordered by Agency ID). To save the file, click on **Save** button.
    To cancel file download, click on **Cancel** button. Please note
    that Figures 272a through 272i are continuation of Figure 272
    horizontally.

![](media/image132.png){width="6.497222222222222in"
height="1.0791666666666666in"}

(data abbreviated)

![](media/image133.png){width="6.496527777777778in"
height="0.2548611111111111in"}

(data abbreviated)

Figure 316. PM: Export -- Applications Data - Part 1

![](media/image134.png){width="6.49375in"
height="1.1194444444444445in"}(data abbreviated)

![](media/image135.png){width="6.496527777777778in"
height="0.2652777777777778in"}

(data abbreviated)

Figure 317. PM: Export -- Applications Data - Part 2

![](media/image136.png){width="6.489583333333333in"
height="0.9944444444444445in"}

(data abbreviated)

![](media/image137.png){width="6.491666666666666in"
height="0.23194444444444445in"}

(data abbreviated)

Figure 318. PM: Export -- Applications Data - Part 3

![](media/image138.png){width="6.499305555555556in" height="1.01875in"}

(data abbreviated)

![](media/image139.png){width="6.497222222222222in"
height="0.2423611111111111in"}

(data abbreviated)

Figure 319. PM: Export -- Applications Data - Part 4

![](media/image140.png){width="6.4944444444444445in" height="1.06875in"}

(data abbreviated)

![](media/image141.png){width="6.491666666666666in"
height="0.2611111111111111in"}

(data abbreviated)

Figure 320. PM: Export -- Applications Data - Part 5

![](media/image142.png){width="6.492361111111111in" height="1.06875in"}

(data abbreviated)

![](media/image143.png){width="6.495138888888889in"
height="0.2638888888888889in"}

(data abbreviated)

Figure 321. PM: Export -- Applications Data - Part 6

![](media/image144.png){width="6.498611111111111in"
height="0.9618055555555556in"}

(data abbreviated)

![](media/image145.png){width="6.49375in"
height="0.23958333333333334in"}

(data abbreviated)

Figure 322. PM: Export -- Applications Data - Part 7

![](media/image146.png){width="6.496527777777778in" height="1.0in"}

(data abbreviated)

![](media/image147.png){width="6.4944444444444445in"
height="0.2465277777777778in"}

(data abbreviated)

Figure 323. PM: Export -- Applications Data - Part 8

![](media/image148.png){width="6.495833333333334in"
height="0.9652777777777778in"}

(data abbreviated)

![](media/image149.png){width="6.495833333333334in"
height="0.2361111111111111in"}

(data abbreviated)

Figure 324. PM: Export -- Applications Data - Part 9

![](media/image150.png){width="6.4944444444444445in"
height="1.0638888888888889in"}

(data abbreviated)

![](media/image151.png){width="6.497916666666667in"
height="0.25833333333333336in"}

(data abbreviated)

Figure 325. PM: Export -- Applications Data - Part 10

##### IRS Delinquent Data

The report formatted by and given to the HUD Grant Office who forwards
it to the IRS. Coordinate with the HUD Grant Office to ensure the format
is correct and no changes are required.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

-   Click on **IRS Delinquent Data** hyperlink, the *Delinquent Federal
    Debt Agency List for FY 2006* options selection screen appears.

![](media/image152.png){width="6.492361111111111in" height="1.275in"}

Figure 326. PM: Export -- IRS Delinquent Data -- Options Selection
Screen

-   Select to search on either **Agencies that Indicate YES** or
    **Agencies that Indicate NO**, and then click on **OK** button. The
    *File Download* window appears.

![](media/image153.png){width="3.1791666666666667in"
height="2.272222222222222in"}

Figure 327. PM: Export -- IRS Delinquent Data- File Download Window

-   To open the file, click on **Open** button; the file is displayed in
    HCS main display area. To save file, click on **Save** button. To
    cancel file download, click on **Cancel** button**.**

-   Following screen shows IRS Delinquent Data export spreadsheet for
    agency that has delinquent federal debt. It displays agency
    information for those who received grant award(s), and their total
    awarded amount. The data is listed by agency name.

![](media/image154.png){width="6.4944444444444445in" height="0.6875in"}

Figure 328. PM: Export -- IRS Delinquent Data

-   If there is no data returned for the selection option, following
    message appears.

![](media/image155.png){width="5.660416666666666in"
height="1.0458333333333334in"}

Figure 329. PM: Export -- IRS Delinquent Data -- No Results Message

##### Congressional Report Data

Report formatted by and given to HUD's Congressional liaison office to
forward to Congress.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

-   Click on **Congressional Report Data** hyperlink, the *File
    Download* screen appears.

![](media/image156.png){width="2.807638888888889in"
height="2.004166666666667in"}

Figure 330. PM: Export - Congressional Report Data -- File Download
Window

-   To open the file, click on **Open** button; the file appears in HCS
    main display area. To save the file, click on **Save** button. To
    cancel file download**,** click on **Cancel** button.

-   Following screen shows Congressional Report Data export spreadsheet
    . It displays agency information for those who received grant
    award(s), and their award(s) amount. If an agency received more than
    one award of different grant types, each award is displayed in one
    entry. The data is listed by State, and then by Recipient/Agency
    name.

![](media/image157.png){width="6.495138888888889in"
height="0.9145833333333333in"}

(data abbreviated)

Figure 331. PM: Export -- Congressional Report Data

##### Funding Aggregate Report

A complete summary report displaying totals for each category, type and
office listed. This is a great snap shot view of the results.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

-   Click the **Funding Aggregate Report** hyperlink, the *File
    Download* screen appears.

![](media/image158.png){width="2.80625in" height="2.036111111111111in"}

Figure 332. PM: Export -- Funding Aggregate Report - File Download
Window

-   To open the file, click on **Open** button; the spreadsheet opens in
    HCS main display area. To save the file, click on **Save** button.
    To cancel file download, click on **Cancel** button. Following is
    the report displayed in HCS main display area.

![](media/image159.png){width="5.146527777777778in"
height="5.333333333333333in"}

Figure 333. PM: Export -- Funding Aggregate Report

##### Public Affairs Report

This report is given to the Public Affairs office to be published
showing awarded agencies. This office dictates on the format of the
report.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

-   Click on **Public Affairs Report** hyperlink, the *Public Affairs
    Report for FY 200X* options selection screen appears.

![](media/image160.png){width="2.5881944444444445in"
height="0.9902777777777778in"}

Figure 334. PM: Export -- Public Affairs Report -- Options Selection
Screen

-   Select to search on either **State & Local Housing Counseling
    Grantees** or **National & Regional Housing Counseling Grantees**,
    and then click on **OK** button. The *File Download* screen appears.

![](media/image161.png){width="2.3465277777777778in"
height="1.667361111111111in"}

Figure 335. PM: Export -- File Download

-   To open the file, click on **Open** button; the spreadsheet opens in
    HCS main display area. To save the file, click on **Save** button.
    To cancel file download, click on **Cancel** button. Following
    screen shows the report of State & Local Housing Counseling
    Grantees, which is listed by State and then by City order.

![](media/image162.png){width="5.9319444444444445in"
height="2.2743055555555554in"}

(data abbreviated)

Figure 336. PM: Export -- Public Affairs Report

##### Agency Award/No Award Letters Data

This is the official announcement to each application stating the
results of the grant processing. These letters use the merge function.
Care should be taken to ensure the letters are updated before executing
the mail merge.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

-   Click on **Agency Award/No Award Letters Data** hyperlink, the
    *Agency Award/No Award Letters Data for 200X* options selection
    screen appears.

![](media/image163.png){width="4.345138888888889in"
height="1.3486111111111112in"}

Figure 337. PM: Export -- Agency Award/No Award Letters Data for FY 200X

-   Select what type of data to search for, **Agency Award Letters Data,
    Agency No Award Letters Data**, or **Both**, and then Click **OK**
    button**.** The *Agency Award/No Award Letters Data Filter* screen
    appears.

![](media/image164.png){width="5.847222222222222in"
height="1.6680555555555556in"}

**Figure 338. PM: Export -- Agency Award/No Award Letters Data - Data
Filter Screen**

-   Set the desired data filter and click **OK** button; the result(s)
    appear. Following *Download for All Agencies* data screen is for the
    **Both** and **ALL** options selected from two previous screens.

> ![](media/image165.png){width="3.776388888888889in"
> height="2.14375in"}
>
> **Figure 339. PM: Export -- Agency Award/No Award Letters - Download
> Screen**

-   Click **AWDDATA.DOC** or **NOAWDDATA.DOC** data file hyperlink. The
    *File Download* window appears.

![](media/image166.png){width="3.4583333333333335in" height="2.4875in"}

Figure 340. PM: Export -- Agency Award/No Award Letters Data - File
Download Window

-   To open the document, click on **Open** button. To save it, click on
    **Save** button. To cancel file download, click on **Cancel**
    button. When the **Open** button is clicked, following data page is
    displayed in HCS main display area. The data is listed by agency
    name.

![](media/image167.png){width="6.496527777777778in"
height="2.5256944444444445in"}

(data abbreviated)

Figure 341. PM: Export -- Agency Award/No Award Letters Data

The actual Award and No Award Letters are created separately and saved
using MS Word merge functions. The system therefore does not have a
letter template to use.

##### Draw Down Processing

Draw down processing is a tool to track and review agencies' spending of
their grant award. When an agency submits their quarterly grant report,
data should be entered into this section to record their results.

1.  From the left navigation menu, scroll down to **Export** sub-menu.

-   Click the **Draw Down Report Processing** hyperlink, the *Draw Down
    Reporting HUD Summary* screen appears, with the Agency Search
    function located in the second half of the screen.

![](media/image168.png){width="6.498611111111111in" height="4.1875in"}

Figure 342. PM: Draw Down Reporting - HUD Summary

-   To list agencies in a HUD Office, click the HUD Office name
    hyperlink under Office column. Following screen appears.

![](media/image169.png){width="6.492361111111111in"
height="8.122916666666667in"}

Figure 343. PM: Draw Down Reporting - HUD Office HQ Summary

-   To export this data, click on **Export** button**.** The *File
    Download* screen appears.

**Note:** To perform a search, skip ahead to step 5.

![](media/image170.png){width="3.7118055555555554in"
height="2.5381944444444446in"}

Figure 344. PM: Export Draw Down Report Processing -- File Download

-   To open the document, click on **Open** button. The Draw Down
    Reporting Excel file appears (see below). To save the file, click on
    **Save** button**.** To cancel file download, click on **Cancel**
    button.

![](media/image171.png){width="6.495833333333334in"
height="1.7395833333333333in"}

Figure 345. PM: Export -- Draw Down Reporting Export example

-   To search for agencies, complete your search criteria and click on
    **Search** button**.** If no results are found, the follow screen
    appears.

![](media/image172.png){width="6.499305555555556in" height="2.15625in"}

Figure 346. PM: Export -- Draw Down Reporting Agency Search Results (No
results)

-   If the system does find results matching your criteria for Agency
    Search, the following screen appears.

![](media/image173.png){width="6.4944444444444445in"
height="1.801388888888889in"}

Figure 347. PM: Export -- Draw Down Report Processing -- Agency Search
Results (with results)

-   To view an agency, click on a hyperlink in the **Agency Name**
    column. The *Draw Down Reporting Agency Summary* screen appears.

![](media/image174.png){width="6.491666666666666in"
height="4.870833333333334in"}

Figure 348. PM: Export -- Draw Down Reporting - Agency Summary

-   To make a new voucher request, click **New Voucher Request**. The
    *New Voucher Request* screen appears.

> ![](media/image175.png){width="6.496527777777778in"
> height="2.1333333333333333in"}
>
> Figure 349. PM: Export -- Draw Down Reporting -- Voucher Request Entry

-   Complete the form and click on **Save** button to save the request.
    Click **Cancel** button to cancel it. You will return to the *Draw
    Down Reporting* screen.

> ![](media/image176.png){width="5.933333333333334in"
> height="5.209722222222222in"}

Figure 350. PM: Export -- Draw Down Reporting -- Agency Summary with
Voucher Information

-   To edit a LOCCS Disbursements Update, click **Edit LOCCS
    Disbursements** hyperlink. The *Draw Down Reporting LOCCS
    Disbursements Update* screen appears.

![](media/image177.png){width="5.896527777777778in"
height="1.5402777777777779in"}

Figure 351. PM: Draw Down Reporting LOCCS Disbursements Update

-   Edit the current LOCCS disbursement amount in the **Current LOCCS
    Disbursement Amount** field. Click on **Save** button to save, or
    **Cancel** button to cancel. You will return to the *Draw Down
    Reporting Agency Summary* screen.

![](media/image178.png){width="6.495833333333334in"
height="1.2826388888888889in"}

**Figure 352. PM: Export -- Draw Down Reporting -- LOCCS Information in
Agency Summary Page**

-   To edit the Administrative Allocation/Indirect Costs, click **Admin
    Allocation/Indirect Costs** hyperlink. The *Draw Down Reporting
    Grant Application Selection screen* appears.

![](media/image179.png){width="6.495833333333334in"
height="1.7347222222222223in"}

Figure 353. PM: Export -- Draw Down Reporting - Grant Application
Selection

-   Click the **Edit** hyperlink in the **Grant Type** entry you wish to
    input/edit the Administrative Allocation and/or Indirect Costs. The
    *Sub-Agency Grant Allocation* screen appears.

![](media/image180.png){width="4.179861111111111in"
height="3.827777777777778in"}

Figure 354. PM: Export -- Draw Down Reporting - Sub-Agency Grant
Allocation Screen

-   Key in data into Administrative Allocation and Indirect Cost fields,
    and click the Submit button. The screen is refreshed with data have
    been saved message. Following is the screen of relevant section.

![](media/image181.png){width="6.49375in" height="1.6965277777777779in"}

Figure 355. PM: Export -- Draw Down Reporting - Sub-Agency Grant
Allocation Screen - Administrative Allocation and Indirect Cost Input
section

-   Check to ensure all sub-agencies are listed below. If an agency is
    not listed, go to Parent Agency Profile and add sub-agency to its
    list. Likewise remove any agencies that are not assigned to your
    organization. If Sub-Agency has incorrect information, the Agency ID
    is a hyperlink to go directly to agency\'s profile.

##  HUD-9902 Processing

As a *Program Manager*, you can submit and review HUD-9902 forms. To do
so, you must first search for the HUD-9902 form that you want to review
or submit. This feature has two sections; one to track the progress of
agencies submissions, and the other to analyze the data.

### 9902 Data Reporting Status Inquiry

This feature is primarily a tool to track agencies that are required to
submit their 9902 reports.

To view/update the HUD-9902 form, you must perform a 9902 Data Reporting
Status Inquiry.

1.  From the left navigation menu, click **HUD-9902 Processing**
    hyperlink**.** The *9902 Data Reporting Status Inquiry* page
    appears.

![](media/image182.png){width="6.499305555555556in"
height="2.0597222222222222in"}

Figure 356. PM: HUD-9902 Processing - 9902 Data Reporting Status Inquiry
Fiscal Year Selection

-   In the drop-down box, select the fiscal year and reporting period
    that you wish to search. Then click **Go**. The *9902 Data Reporting
    Status Inquiry for FY 200X* screen appears.

![](media/image183.png){width="6.499305555555556in"
height="7.330555555555556in"}

Figure 357. PM: HUD-9902 Processing - 9902 Data Reporting Status Inquiry
Criteria Screen

To enter a single agency's 9902 report, you do the following.

1.  Enter Agency ID in the upper section in 9902 Data Reporting Status
    Inquiry page. Click the **Submit Inquiry** button, and 9902 form is
    displayed.

2.  Complete all of the fields you want to search on or just leave the
    fields blank to retrieve all the reported HUD-9902 forms. Click
    **Submit Inquiry**. The inquired 9902 result screen appears.

3.  Following is an example of new *Housing Counseling Agency Activity
    Report* that was altered to be used from Fiscal Year 2007 and for
    future data.

> ![](media/image184.png){width="6.497916666666667in"
> height="3.4569444444444444in"}
>
> ![](media/image185.png){width="6.597222222222222in"
> height="5.376388888888889in"}
>
> ![](media/image186.png){width="6.4944444444444445in"
> height="6.781944444444444in"}
>
> ![](media/image187.png){width="6.4944444444444445in"
> height="7.852777777777778in"}

![](media/image188.png){width="6.497916666666667in"
height="5.544444444444444in"}

Figure 358.A. PM: HUD-9902 Processing -- New HUD-9902 Form

1.  Complete all fields. Steps 5 through 9 below explain important
    aspects of this new HUD-9902 form.

-   In the **Counseling Agency Name & Address** area, please ensure the
    name and address information is correct. The Name and Address
    information can be updated on-line through the Agency Profile area
    of the system. Affiliates, Branches, and Sub-Grantees should also
    ensure that the parent agency is also correct.

-   In the **Reporting Period and Budget** section, remember that this
    is an annual report covering the HUD Fiscal Year. Even if HUD
    approved your agency for less than the full year report period,
    include clients counseled during the full report year. Please be
    sure to specify the total fiscal year working budget regardless of
    the source of funding. This is critical information as it helps in
    determining the expected counseling activity attributable to funds
    provided by HUD.

-   Complete the Ethnicity of Clients, Race of Clients, Income Levels,
    and Number of Clients Receiving Education/Group Sessions sections.

> **Note:** The report contains two data columns for all sections of the
> HUD-9902 form:

-   **All Counseling and Education Activities** - Enter data covering
    all housing counseling activities, including those performed under
    one or more HUD housing counseling grants.

-   **Counseling and Education Activities Attributed to HUD Housing
    Counseling Grant Funds** -- These are calculated fields and do not
    require any entries. They are calculated as a percentage of All
    Counseling and Education Activities. The percentage is the HUD
    Funded Activity Ratio. The HUD Funded Activity Ratio is the
    percentage that HUD funds are of the Total Annual Housing Counseling
    Program Budget for all sources.

```{=html}
<!-- -->
```
-   For the **Number of Clients Counseled, by Purpose of Visit and
    Results** section, keep the following information in mind:

3.  Enter the number of clients to whom you provided counseling during
    the report period. This might include clients who entered your
    workload the previous report period but you carried over into and
    counseled during the current report period.

4.  Please remember that you report clients as defined in paragraph 1-7A
    of HUD\'s Housing Counseling Program Handbook 7610.1.

5.  You are not reporting the number of individual persons you
    counseled. Examples: A husband and wife or a brother and sister or
    three friends who are mortgagors under the same note count as one
    client. Three renting families who experience the same problem with
    the same landlord and come to your agency together for assistance
    count as one client.

6.  **Seeking Shelter or Services for the Homeless** - A client reported
    on this line must meet the definition for \"homeless\" or \"homeless
    individual\" set forth in Section 103, General Definition of
    Homeless Individual, of the Stewart B. McKinney Homeless Assistance
    Act (Public Law 100-77). Instructions / Guidance and FAQ - The
    following hyperlink will take you to the appropriate HUD website for
    form HUD-9902 instructions and FAQs. At the top of the site under
    INDEX, select \"reports (pdf page)\" and you will be directed to the
    proper location. Scroll down for further information at this
    location. <http://www.hud.gov/offices/hsg/sfh/hcc/hc_faq.cfm>

-   For **HUD Housing Counseling Grant(s) - Summary Data** Section 8 of
    the form HUD-9902, the data is retrieved from within the system and
    does not require any entries. Please ensure that the funding amount
    is accurate. If there is a discrepancy please notify your Housing
    Office Center point of contact.

-   For the **Input Official and Agency Official** information of the
    Authorization section, please verify that the Input Official
    contains your user name and phone number. Please verify that the
    Agency Official contains the name and phone number of the Director
    of the Agency. The Agency Official information can be edited through
    the Agency Information area of this system.

```{=html}
<!-- -->
```
-   Starting in January of 2008, agencies can submit their client level
    data through a CMS system. The HUD 9902 Form provides an automated
    tool that generates the HUD 9902 Form and Logic Model from the
    client level data submitted. To view the client level data derived
    HUD 9902 Form and Logic Model click on the HUD 9902 (Derived) and
    Logic Model tabs respectively.

a.  The HUD 9902 (Derived) provides a features which overrides the
    permanent HUD 9902 Form. To use the client level data derived HUD
    9902 Form as your permanent HUD 9902 Form, click the Commit Data
    button. This causes the System to over write the regular HUD 9902
    Form.

![](media/image189.png){width="6.194444444444445in" height="4.4625in"}

Figure 358.B. PM -- Form 9902 (Derived)

b.  To view the Logic Model, click on the Logic Model tab and a new
    window is displayed that show the Logic Model filled out with the
    client level data submitted through the CMS systems.

![](media/image190.png){width="6.3in" height="3.576388888888889in"}

Figure 358.C. PM: Logic Model

-   When you finish completing and verifying the data on this form,
    click **Send** once. A message appears at the top of your screen.

![](media/image191.png){width="4.125in" height="0.84375in"}

Figure 359. PM: HUD-9902 Processing -- New HUD-9902 Form - Database
Updated Message

-   Validate each report data to determine its values entered seem
    reasonable and that the totals of sections 3, 4, 5, and the sum of 6
    and 7 are equal. If values are good, mark the **Validated** check
    box and click **Send** button.

-   To get online help instructions for Form-9902, click **HELP**
    button. To save the data update, click **SEND** button. To reload
    the form, and start over, click **RELOAD** button. To return to the
    previous page, click **BACK** button.

> You have now successfully completed a new HUD-9902 form.

-   Following is an example of 9902 Data Reporting Status Inquiry result
    report.

![](media/image192.png){width="6.498611111111111in"
height="3.1458333333333335in"}

Figure 360. PM: HUD-9902 Processing - 9902 Data Reporting Status Inquiry
Results

-   To print this list, click **Print**. A print dialog box appears
    allowing you to print the search results.

-   To export this list to Microsoft Excel, click **Export**. A File
    Download dialog box appears allowing you to save or open the search
    results using Microsoft Excel.

-   To view the valid e-mail list for this agency, click **Email Address
    List**. The *9902 Inquiry Results Email List* screen appears.

![](media/image193.png){width="6.493055555555555in"
height="2.7284722222222224in"}

Figure 361. PM: HUD-9902 Processing -- 9902 Data Inquiry Results Valid
Email Addresses List

-   To save the email list as a text file, click **Text**. A File
    Download dialog box appears; click **Save** button to save it to a
    file or click **Open** button to open the file to view.

-   When you are done reviewing the **Email List**, click **Done**. You
    are returned to the *9902 Data Reporting Status Inquiry* results
    screen.

-   To view the missing and invalid e-mail address(es) for this agency,
    click **Invalid Email List**. The *9902 Inquiry Results Email List*
    screen appears.

![](media/image194.png){width="6.491666666666666in"
height="2.547222222222222in"}

Figure 362. PM: HUD-9902 Processing - 9902 Data Inquiry Results Invalid
Email Addresses List

-   To input the email address, click the **N/A** hyperlink from the
    desired entry. The email address input field and the function
    buttons appear.

> ![](media/image195.png){width="6.49375in"
> height="2.540277777777778in"}
>
> **Figure 363. PM: HUD-9902 Processing -- Input Agency Email Address**

-   Click **Cancel** button to cancel. Or enter email address and click
    the **Update** button to save. If input email address is saved, the
    page is refreshed with the input email address.

> ![](media/image196.png){width="5.678472222222222in"
> height="2.9993055555555554in"}
>
> **Figure 364. PM: HUD-9902 Processing -- Refreshed Invalid Email
> Addresses Page**

-   When you are finished reviewing the email addresses list, click
    **Done** to be returned back to the 9902 Inquiry Results list
    screen.

-   To view or update information for an agency listed in *9902 Data
    Reporting Status Inquiry* result list, select an agency by clicking
    the hyperlink under the **Agency Name** column. The *Agency Profile*
    screen appears.

![](media/image197.png){width="6.495833333333334in"
height="6.839583333333334in"}
![](media/image198.png){width="6.483333333333333in"
height="7.4430555555555555in"}
![](media/image199.png){width="6.518055555555556in"
height="5.865972222222222in"}
![](media/image200.png){width="6.344444444444444in"
height="4.461805555555555in"}

Figure 365. PM: Agency Profile

-   You can view or edit the information about this agency. Then, click
    **OK** to save data update, or click **Cancel** to exit Agency
    Profile. Screen returns to *9902 Data Reporting Status Inquiry*
    result screen.

-   To view the HUD-9902 form for an agency, click the 9902 hyperlink.
    The HUD-9902 form appears.

-   To get online help instructions for Form-9902, click **HELP**
    button. To save the data update, click **SEND** button. To reload
    the form, and start over, click **RELOAD** button. To return to the
    previous page, click **BACK** button.

-   If you key in parent agency ID to the **Agency ID** field in *9902
    Data Report Status Inquiry* criteria page, you will get a
    consolidated non-editable 9902 data report. Following is an example
    of consolidated 9902 report.

> ![](media/image201.png){width="2.160416666666667in"
> height="8.526388888888889in"}
>
> **Figure 366. PM: HUD-9902 Processing -- Consolidated 9902 Report**

-   If you key in a parent agency ID into the **Parent Agency ID**
    field, take the default 'Yes' from **Have Reported Individual 9902**
    dropdown, and click **Submit Inquiry** button. Following report
    appears. In this report, the name of the parent agency, count and
    information of affiliates that have reported 9902 data, links to
    agency profile(s), the consolidated report and individual 9902
    report(s) are available. You may click the consolidated report link
    to view the report; click the individual 9902 report link to view or
    edit 9902 data, or click agency name link to view or edit agency
    profile data.

> ![](media/image202.png){width="5.513194444444444in"
> height="3.2868055555555555in"}
>
> **Figure 367. PM: HUD-9902 Processing -- Report of Affiliates
> Belonging to A Parent Agency Have Reported 9902 Data**

-   If you select 'Headquarters SF-HUD' from **HUD Office** dropdown,
    select 'No' from **Have Reported Individual 9902** dropdown, and
    click **Submit Inquiry** button. Following report appears. In this
    report, name of parent agency, count and information of affiliates
    that have not reported 9902 data, links to agency profile(s) and
    individual 9902 report(s) are available and are grouped by parent
    agency name. You may click the individual 9902 report link to input
    9902 data, or click agency name link to view or edit agency profile
    data.

> ![](media/image203.png){width="5.705555555555556in"
> height="5.558333333333334in"}
>
> **Figure 368. PM: HUD-9902 Processing -- Report of Agencies Associated
> with Intermediaries in HQ Have Not Reported 9902 Data**

### Analysis Reports Inquiry

As a Program Manager, you can perform analysis reports inquiry. The
Analysis Reports Inquiry is used to organize and/or retrieve 9902
information. It can be exported into Excel spreadsheet in order to
manipulate the data for other purpose.

1.  From the left navigation menu, click **Analysis Reports Inquiry**
    hyperlink**.** The *9902 Data Analysis Reports Inquiry* page
    appears.

![](media/image204.png){width="6.495833333333334in" height="6.8875in"}

Figure 369. PM: HUD-9902 Processing -- 9902 Data Analysis Reports
Inquiry

-   Key in agency ID into **Agency ID** field and click the **Submit
    Inquiry** button, a read-only 9902 report appears. If a non-parent
    agency ID is keyed in, an individual 9902 report is displayed.
    Otherwise, a consolidated 9902 report will be displayed.

> ![](media/image205.png){width="5.084027777777778in"
> height="1.1881944444444446in"}

Figure 370. PM: HUD-9902 Processing -- 9902 Data Analysis Reports
Inquiry - by Agency ID

> ![](media/image206.png){width="2.0909722222222222in"
> height="8.109722222222222in"}

Figure 371. PM: HUD-9902 Processing -- 9902 Data Analysis Reports
Inquiry -- Individual 9902 Report

-   Key in agency ID into **Agency ID** field and click the **Excel
    Report** button, the *File Download* window appears. Follow the
    prompt to **Open** or to **Save** 9902 data in Excel spreadsheet.

> ![](media/image207.png){width="5.846527777777778in"
> height="0.8006944444444445in"}
>
> (data abbreviated)

Figure 372. PM: HUD-9902 Processing -- 9902 Data Analysis Reports
Inquiry --9902 Report Spreadsheet

-   Complete all appropriate search fields in second half of the inquiry
    page and click the **Submit Inquiry** button. If the default
    **Cumulative Totals** criteria is taken, the *Cumulative Totals*
    report as shown in the first screen below is displayed. If **Excel
    Report** button is clicked, the *File Download* window appears;
    follow the prompt to **Open** or to **Save** the report data to an
    Excel spreadsheet. The second screen below shows the report in Excel
    spreadsheet (partial).

![](media/image208.png){width="1.6111111111111112in" height="6.15in"}

Figure 373. PM: HUD-9902 Processing -- 9902 Data Analysis Reports
Inquiry - Cumulative Totals Report

![](media/image209.png){width="5.401388888888889in"
height="0.8034722222222223in"}

Figure 374. PM: HUD-9902 Processing -- 9902 Data Analysis Reports
Inquiry - Cumulative Totals Report in Excel Spreadsheet

-   If **By Agency** is chosen for analysis report inquiry, a
    spreadsheet of the HUD 9902 Form Data per agency is returned with
    all agencies that meet the specified criteria.

-   If **Percentages within total groups** criteria is chosen for
    analysis report inquiry, the *Percentages Within Total Groups*
    report as shown in the first screen below is displayed. If **Excel
    Report** button is clicked, the *File Download* window appears;
    follow the prompt to **Open** or to **Save** the report data to an
    Excel spreadsheet. The second screen below shows the report in Excel
    spreadsheet (partial).

> ![](media/image210.png){width="2.890972222222222in"
> height="8.093055555555555in"}
>
> **Figure 375. PM: HUD-9902 Processing -- 9902 Data Analysis Reports
> Inquiry -- Percentages Within Total Groups Report**
>
> ![](media/image211.png){width="6.497222222222222in"
> height="0.9763888888888889in"}
>
> **Figure 376. PM: HUD-9902 Processing -- 9902 Data Analysis Reports
> Inquiry -- Percentages Within Total Groups Report in Excel
> Spreadsheet**

-   If **HUD Grants as a percentage of All Activities** criteria is
    chosen for analysis report inquiry, the *HUD Grants as a Percentage
    of All Activities* as shown in the first screen below is displayed.
    If **Excel Report** button is clicked, the *File Download* window
    appears; follow the prompt to **Open** or to **Save** the report
    data to an Excel spreadsheet. The second screen below shows the
    report in Excel spreadsheet (partial).

> ![](media/image212.png){width="2.4270833333333335in"
> height="8.915972222222223in"}
>
> **Figure 377. PM: HUD-9902 Processing -- 9902 Data Analysis Reports
> Inquiry -- HUD Grants as a Percentages of All Activities Report**
>
> ![](media/image213.png){width="5.227777777777778in"
> height="0.7770833333333333in"}
>
> **Figure 378. PM: HUD-9902 Processing -- 9902 Data Analysis Reports
> Inquiry -- HUD Grants as a Percentage of All Activities Report in
> Excel Spreadsheet**

##  Agency Information

As a Program Manager, you can also review or submit information on all
HUD agencies.

###  Agency Search

1.  From the left navigation menu, click the **Agency Information**
    hyperlink**.** The *Agency Search* screen appears.

![](media/image214.png){width="5.743055555555555in" height="2.00625in"}

Figure 379. PM: Agency Information - Agency Search

-   Click the dropdown box to select the fiscal year you wish to search
    for, and click **Go** button. The *Agency Search for FY 200X* screen
    appears.

![](media/image215.png){width="6.491666666666666in" height="6.6375in"}
![](media/image216.png){width="6.516666666666667in"
height="7.665972222222222in"}

Figure 380. PM: Agency Information - Agency Search for FY 200X

-   In the *Agency Search* page, following listed search criteria have
    multiple selection enabled controls. User can click on the field to
    display choices and select multiple items one at a time, or enter
    values with comma to delimit list of values.

```{=html}
<!-- -->
```
-   Agency ID

-   HUD Office

-   Agency Type

-   Counseling Services Provided

-   State

-   Zip Code

-   Status

-   Grant Type

-   CMS

```{=html}
<!-- -->
```
-   Fill out the form and click the **Search** button. The *Agency List*
    screen appears. Following is an example of Agency List that shows FY
    2007 agencies in Santa Ana HOC who were funded with grant in last
    year, 2006.

**Note:** You can also click **Add New Agency** button at the bottom of
*Agency Search* page to add a new agency. For instructions on this
feature, skip ahead to the next section: *Add New Agency*.

![](media/image217.png){width="6.49375in" height="6.847222222222222in"}

> Figure 381. PM: Agency Information -- Agency List

-   To retrieve a list of email addresses for the agencies listed, click
    the Valid Emails hyperlink. A list of valid email addresses is
    listed from which an exported file can be generated.

![](media/image218.png){width="6.177083333333333in"
height="3.138888888888889in"}

Figure 382A. PM: Agency List: Valid Emails

-   To view a list of agencies who do not have a valid email address,
    click the Invalid Emails hyperlink. A list of agencies who do not
    have a valid email address is listed. From this list, you can edit
    or enter a valid email address for the agency.

a.  To edit or enter a valid email address for the agency, click on the
    email text in the Invalid Email Address column.

b.  An input box with an Update and Cancel button appears.

c.  Enter a valid email address and click the Update button to save or
    Cancel to undo.

d.  Once Updated with a valid email address, the agency is removed from
    the current list and added to the Valid Emails list.

![](media/image219.png){width="6.3in" height="2.526388888888889in"}

Figure 382.B. PM: Agency List -- Invalid Emails

-   If you want to export the agency list to an Excel spreadsheet, click
    on **Agency Spreadsheet** button. The *File Download* dialog box
    appears.

**Note:** You can also click **Add New Agency** button in the Search
Criteria information section of *Agency List* page to add a new agency.
For instructions on this feature, skip ahead to the next section: *Add
New Agency*.

![](media/image220.png){width="3.109722222222222in"
height="2.2423611111111112in"}

Figure 383. PM: Agency Information -- Agency List File Download Dialog
Box.

-   Select to either open or save the file and then return to Agency
    List screen.

-   To view more information about or to update data of an agency listed
    in the *Agency List* page, click the agency's name hyperlink in the
    **Agency Name** column. The *Agency Profile* screen for that agency
    appears.

![](media/image221.png){width="6.495833333333334in"
height="7.757638888888889in"}![](media/image222.png){width="6.495833333333334in"
height="5.911111111111111in"}![](media/image223.png){width="6.497916666666667in"
height="7.415972222222222in"}![](media/image224.png){width="6.495833333333334in"
height="1.49375in"}

Figure 384. PM: Agency Information - Agency Profile

-   Following sections and fields that are shaded in the *Agency
    Profile* page are for HUD use only. Agency users can not edit these
    fields.

```{=html}
<!-- -->
```
-   HUD Approval: Approve or Disapprove button, Approved As Of and
    Approved To Date.

-   Type of Agency, Parent Organization, and Temporary Affiliate.

-   HUD Office GTR, GTR Phone, and HUD Office Assigned To.

-   State

-   Types of Counseling Services

-   Zip Code Affiliations

-   State Affiliations

-   Allow for public access, Allow public access through Zip Code
    Affiliations, and Allow public access through State Affiliations.

```{=html}
<!-- -->
```
-   Following are the hyperlink and buttons in the *Agency Profile* page
    that user can use to perform the described functions.

```{=html}
<!-- -->
```
-   **User ID** hyperlink: To view or update agency user profile data.

### Agency Status Updates

> [MANUAL STATUS CHANGING]{.underline}
>
> Status changes are available only to HUD users. They are made either
> directly in the agency's profile or from the results of a search
> feature that lists agencies.
>
> PROFILE
>
> The agency's status is reflected in a HUD write protected section in
> the profile. The start and end dates are shown. When an agency is
> terminated, there will not be an end date since the Terminated status
> is indefinite until it is manually changed. In the status section are
> two action links; Change / View History. Select the Change action to
> initiate a change in the agency's status. The status entry is a
> dropdown menu allowing the HUD user to make the appropriate selection.
> The HUD user will also record the reason for the status change in the
> available comment box labeling an appropriate subject for quick
> reference. Status start dates cannot be a future date but the current
> date or a previous date. The HUD user and the date/time the status
> change is made will be recorded.
>
> AGENCY LIST
>
> To make multiple Approval changes when several agencies are about to
> be terminated, HCS allows mass approval to be made. From the desired
> list of agencies, at the top of the list are action items. Make a mark
> in the boxes at the left edge of the agency list for all the agencies
> you want to Re-approve. Individual agencies can be manually marked or
> selecting 'ALL" will mark all boxes automatically. Select the 'Bulk
> Approval' item and all the marked boxes will re-approve the applied
> agencies.
>
> You should notice that not all agencies have a box along the left
> edge. Keep in mind only LHCA, Intermediaries and SHFA can be approved
> (participating for SHFA).
>
> VIEW STATUS HISTORY
>
> Each profile now shows the history of the status changes. The status
> history is for HUD use only to better understand the agencies
> circumstances in the program. The agency can only view their current
> status. If the dates or comments need to be corrected, simply click on
> the desired history status to edit the information. The status cannot
> be changed. The current status will be reflected in the agency
> spreadsheet; not the history statuses.

#### Update Status From Agency List

Agency Search results provide an option to update multiple agencies'
statuses with a single start date. The duration of the approval period
is determined according to the rules specified in Section 4.1.5 above.

To update the active status of multiple agencies follow the steps below:

-   From the Agency Search for FY 2XXX page, select the criteria you
    wish to find agencies with.

-   The System displays a list of agencies that match your criteria.

-   Note the check boxes that appear next to some of the agencies
    listed. Only LHCA's, SHFA's, Intermediaries, and Multi-State
    Organizations are permitted to have their statuses updated from the
    search results page.

-   You can click the "All" hyperlink next to Select to check all
    checkable agencies in the list. You can also click the "None"
    hyperlink next to Select to uncheck all agencies in the list.

![](media/image225.png){width="6.089583333333334in"
height="3.6638888888888888in"}

Figure 385. PM: Update Agency Status -- Bulk Approve

-   After checking the agencies you want to update, click the Bulk
    Approve button.

![](media/image226.png){width="5.319444444444445in"
height="3.029166666666667in"}

Figure 386.A. PM: Update Agency Status -- Bulk Approve

-   Enter the Approval effective date and click the Apply button to
    apply status change. If you wish not to change the statuses , click
    the Cancel button or the Close button.

#### Update Status From Profile

To update the status for a single agency, go to the agency profile for
the agency you wish to update and following the steps below:

-   Within the agency profile page, Click on the Change hyperlink to the
    right of the current agency status information.

![](media/image227.png){width="4.339583333333334in" height="4.24375in"}

Figure 386.B. PM: Update Agency Status -- Agency Profile

-   In the Status Change pop up box, you can change the following
    information:

    -   Status -- the Status options listed reflect only those statuses
        an agency type can have. Please refer to Section 4.1.5
        concerning active statuses. Changing statuses creates a new
        status history record.

    -   For -- This option is only available for Conditional and
        Inactive statuses. It is used to auto-calculate the Up To date.

    -   Renew -- This creates a new status history record instead of
        overwriting the current status record.

    -   Status As Of Date -- The effective date of the status

    -   Status Up To Date -- The last day on which the selected status
        is effective.

    -   Reason -- A brief description for the reasoning behind updating
        the status

    -   Comment -- A longer description for the reasoning behind
        updating the status

    ```{=html}
    <!-- -->
    ```
    -   Click the Apply button to save the status update.

    -   After clicking the Apply button, the pop up box is closed and
        the updated status information is displayed on the Agency
        Profile. You do not need to click the OK button to save the
        status change as it has already been saved.

```{=html}
<!-- -->
```
-   **Add Another State** button: To add another state to State
    Affiliations section.

-   **Sub-Agency(s)** button: Click the button, following *Assign/Remove
    Sub-Agency* window appears. Please note that the State and HUD HOC
    office selections are available in the window only when the parent
    agency type is Intermediary.

![](media/image228.png){width="3.204861111111111in"
height="1.6083333333333334in"}
![](media/image229.png){width="1.9076388888888889in"
height="1.5958333333333334in"}

Figure 387. PM: Agency Information -- Assign/Remove Sub-Agency Window

-   **Application Page** button: The button appears if there is/are
    grant application(s) existing for the agency. If there is only one
    application exists, the application page appears (see first screen
    below) when the **Application Page** button is clicked. Otherwise,
    if there are more than one applications existing, a list of grant
    applications appears (see second screen below).

![](media/image230.png){width="6.49375in" height="8.128472222222221in"}

Figure 388. PM: Agency Information -- Setup Grant Application Page

![](media/image231.png){width="6.499305555555556in"
height="3.683333333333333in"}

**Figure 389. PM: Agency Information -- Grant Applications List of the
Agency**

-   Review or edit the agency profile data. Then, click **OK** to save
    or **Cancel** to exit this screen. Screen returns to Agency List
    page.

###  Add New Agency

You can click **Add New Agency** button from *Agency Search* page or
from *Agency List* page to add a new agency to the HCS system.

1.  From the left navigation menu, click the **Agency Information**
    hyperlink**.** The *Agency Search* screen appears.

> ![](media/image214.png){width="4.80625in" height="1.68125in"}

Figure 390. PM: Agency Information - Agency Search

-   Select current fiscal year and click the **Go** button. The *Agency
    Search for FY 200X* screen appears.

![](media/image232.png){width="6.491666666666666in"
height="6.645833333333333in"}![](media/image216.png){width="6.491666666666666in"
height="6.002083333333333in"}

Figure 391. PM: Agency Information - Agency Search for FY 200X

-   Click **Add New Agency** button at the bottom of Agency Search page.
    The *Add New Agency Profile* screen appears.

![](media/image233.png){width="6.495833333333334in"
height="5.8in"}![](media/image234.png){width="6.492361111111111in"
height="7.490972222222222in"}![](media/image235.png){width="6.495833333333334in"
height="7.322222222222222in"}![](media/image236.png){width="6.497916666666667in"
height="1.4736111111111112in"}

Figure 392. PM: Agency Information - Add New Agency Profile

-   Complete all of the required fields that are marked with \*. Fields
    that are not marked with \* are not mandatory. Following are the
    *Agency Profile* required fields.

```{=html}
<!-- -->
```
-   Agency Name

-   Type of Agency: Following are the options of type of agency shown in
    the dropdown list.

![](media/image237.png){width="2.029861111111111in"
height="3.040277777777778in"}

**Figure 393. PM: Agency Information -- Type of Agency Dropdown List**

-   Fiscal Year: The fiscal year the new agency profile is being created
    for. The options are 'This Year' and 'Next Year'.

![](media/image238.png){width="1.8486111111111112in"
height="0.46111111111111114in"}

**Figure 394. PM: Agency Information -- Type of Agency Dropdown List**

-   Federal Tax ID Number (TIN): This is agency's federal employer
    identification number. The system defaults its value to
    '00-0000000'. If user leaves the default value unchanged, following
    warning message appears when the **OK** button is clicked by user to
    save data. Click the OK button from the warning message window to
    continue the process.

![](media/image239.png){width="3.515972222222222in"
height="1.2069444444444444in"}

**Figure 395. PM: Agency Information -- Default TIN Number Warning
Message**

-   State: Select a state from the dropdown list where the agency
    physically resides in. System automatically assigns a HUD Office to
    the agency based on the State selected.

-   Office Director/Supervisor's First Name and Last Name

```{=html}
<!-- -->
```
-   Complete the form. To save, click **OK** button. To exit without
    saving, click **Cancel** button. Screen returns to previous page.

##  User Information

This feature manages all HSC users.

1.  From the left navigation menu, click the **User Information**
    hyperlink. The *Manager List* page appears.

![](media/image240.png){width="4.534722222222222in"
height="3.8881944444444443in"}

(data abbreviated)

![](media/image241.png){width="4.504861111111111in"
height="0.5861111111111111in"}

Figure 396. PM: User Information - Manager List

-   To add a user, click **Add New User** button. The *Add a New User*
    screen appears.

![](media/image242.png){width="6.495138888888889in"
height="4.993055555555555in"}

Figure 397. PM: User Information - Add a New User

[]{.mark}

-   Complete all of the required fields that are marked with \*. Fields
    that are not marked with \* are not mandatory.

    a.  Enter a user ID to the **User ID** field.

    b.  Enter a first, middle initial and last name, to the **First
        Name**, **Mid Init**, and **Last Name** fields.

    c.  Accept the default password that is displayed in the
        **Password** field or enter a password that is different from
        the default password.

    d.  Select a HUD office from following **HUD Office** dropdown list
        for the office that the new user is assigned to.

![](media/image243.png){width="3.240972222222222in"
height="1.073611111111111in"}

Figure 398. PM: User Information -- HUD Office Dropdown List

e.  Enter the email address to the **Email Address** field.

f.  Select an access level from following **Access Level** dropdown
    list. Users cannot assign an access level that is above their own,
    i.e., Office Manager cannot assign Program Manager access level to
    other users. Access Levels are limited at this time. Future
    enhancements will expand the user rights/access levels to suit
    better business requirements. In the mean time, the access levels
    reflect the current user rights and the functional rights assigned
    are listed below:

    -   REVIEWER -- a temporary user that normally does not need to
        access and work in HCS. Assigned to evaluate grant applications.
        Reviewer will only have access to their assigned grant score
        could associated to their application. The Reviewer access
        rights terminate at the end of the fiscal year.

    -   GTR/USER -- a HUD user assigned to manage and assist assigned
        agencies. User has read/write access only agencies assigned.

    -   OFFICE MANAGER -- a HUD user with managerial responsibilities to
        oversee all Housing Counseling agencies within their HOC. They
        have read/write access to all agencies assigned within their HOC
        area.

    -   PROGRAM MANAGER -- a HUD user with project/program management
        responsibilities for the entire HUD Housing Counseling program.
        They have complete read/write access to all data and files. They
        have special management functions in HCS to setup and manage
        HCS.

![](media/image244.png){width="2.8555555555555556in"
height="0.9902777777777778in"}

Figure 399. PM: User Information -- Access Level Dropdown List

g.  Select from the following **Access Data** dropdown list the data of
    that particular office or all offices user has access to. Access
    data defines the list of files the user can write to. If you have a
    manager that needs to access files across HOC boundaries, assigned
    All Offices. Care should be taken to limit access rights to
    appropriate users to prevent too many users from over writing agency
    files that can cause confusion.

![](media/image245.png){width="2.60625in" height="1.3409722222222222in"}

Figure 400. PM: User Information -- Access Data Dropdown List

-   When you are finished, click **OK** to save or **Cancel** to cancel;
    the *Manager List* screen appears.

-   To view an existing user, click the **User ID** hyperlink in the
    **User ID** column. The *User Profile* screen appears.

![](media/image246.png){width="6.495138888888889in"
height="4.903472222222222in"}

Figure 401. PM: User Information - User Profile

[]{.mark}

-   Edit the fields or view them. When you are finished, click **OK** to
    save any changes or **Cancel** to close this screen without saving
    any changes. You are returned to the *Manager List* screen.

-   To view a list of all users for all offices, click on the **All
    Offices** hyperlink found in the **Access Office** column. The *User
    List -- All Offices* screen appears.

![](media/image247.png){width="4.763888888888889in" height="2.81875in"}

(data abbreviated)

![](media/image248.png){width="4.761805555555555in"
height="1.6888888888888889in"}

Figure 402. PM: User Information - Users List -- All Offices

[]{.mark}

-   To sort the list by First Name, click the **First Name** hyperlink.
    To sort the list by Last Name, click the **Last Name** hyperlink. To
    sort the list by User ID, click the **User ID** hyperlink. To sort
    the list by HUD Office, click the **HUD Office** hyperlink. To sort
    the list by Agency Name and then by Access Level, click the **Access
    Level/Agency** hyperlink.

-   To search a user by Last Name or search for an agency by agency
    name, key in the information and click the **Search** button. The
    result is displayed.

![](media/image249.png){width="4.4430555555555555in"
height="3.376388888888889in"}

**Figure 403. PM: User Information -- Search by Last Name Result**

-   To search for a user by User ID, key in the ID into **Search by User
    ID** and click the Search field.

![](media/image250.png){width="4.525in" height="3.46875in"}

**Figure 404. PM: User Information -- Search by User ID Result**

-   To list all users in a particular HUD Office, select the office from
    HUD Office dropdown list (shown in following screen), and click the
    **Search** button. A list of all the users in the selected HUD
    Office will be displayed.

![](media/image251.png){width="4.732638888888889in"
height="1.9152777777777779in"}

**Figure 405. PM: User Information -- Search by HUD Office**

-   To deactivate a user's account, click the X button under the Delete
    column. A warning message appears.

[]{.mark}

![](media/image252.png){width="2.626388888888889in" height="1.15625in"}

Figure 406. PM: User Information - Confirmation of Delete (Deactivate)
Option

[]{.mark}

-   If you are sure that you want to delete (deactivate) this user,
    click **OK**. To cancel, click **Cancel**.

-   To list all the unconfirmed users for the specific HUD Office you
    are in or for all offices, click the **Show Unconfirmed Users**
    button. A list of unconfirmed users is displayed.

![](media/image253.png){width="5.315972222222222in"
height="3.178472222222222in"}

(data abbreviated)

Figure 407. PM: User Information -- Unconfirmed Users List -- All
Offices

-   To authorize an unconfirmed user that has a **Re-Auth** button shown
    in the Authorize column, click the **Re-Auth** button to the right
    of the desired entry, the user will be authorized for the current
    fiscal year.

-   To list all the confirmed users for the specific HUD Office you are
    in or for all offices, click the **Show Confirmed Users** button. A
    list of confirmed users is displayed.

![](media/image254.png){width="5.139583333333333in"
height="3.058333333333333in"}

Figure 408. PM: User Information -- Confirmed Users List -- All Offices

-   To list all the inactive users for the specific HUD Office you are
    in or for all offices, click the **Show Inactive Users** button. A
    list of inactive users is displayed.

![](media/image255.png){width="5.147222222222222in"
height="2.723611111111111in"}

Figure 409. PM: User Information -- Inactive Users List -- All Offices

-   To activate an inactive user that has a **Re-Activate** button shown
    in the Authorize column, click the **Re-Activate** button to the
    right of the desired entry, the user will be activated and
    authorized for the current fiscal year.

-   To list HUD personnel only for the specific HUD Office you are in or
    for all offices, click the **Show HUD Personnel Only** button. A
    list of HUD personnel only users is displayed.

> ![](media/image256.png){width="4.313888888888889in"
> height="3.5388888888888888in"}
>
> (data abbreviated)

**Figure 410. PM: User Information -- HUD Personnel Only Users List --
All Offices**

-   To list agencies users only for the specific HUD Office you are in
    or for all offices, click the **Show Agencies Only** button. A list
    of HUD personnel only users is displayed.

![](media/image257.png){width="4.677777777777778in"
height="2.3152777777777778in"}

(data abbreviated)

**Figure 411. PM: User Information -- Agencies Only Users List -- Santa
Ana (HOC)**

-   To list all users for the specific HUD Office you are in or for all
    offices, click the **Reset** button.

##  Management Functions

As a Program Manager user, you can perform following system management
functions.

-   Export data functions

-   Change system parameters

-   View CARS submission verifications

-   Change office defaults

When you log on to the HCS system as an Program Manager, click the
**Management Functions** hyperlink in the left navigation menu, the
*Management Functions* menu screen appears in the center display area
and in the left navigation menu.

![](media/image258.png){width="5.707638888888889in"
height="4.186805555555556in"}

Figure 412. PM: Management Functions -- Main

### Export Data Functions

This export data functions tool is used to export agency profile
information as a feed into external systems. From the Management
Functions menu, click the **Export Data Functions** hyperlink. The
*Export Data Functions* page appears. This page contains CHUMS FTP, IVR
FTP, and Web List FTP functions hyperlinks, and List Server function
menu.

[]{.mark}

![](media/image259.png){width="6.249305555555556in"
height="3.363888888888889in"}

Figure 413. PM: Management Functions -- Export Data Functions

[]{.mark}

**CHUMS FTP Setting**

The CHUMS data transfer is important to the HECM & Reverse Mortgage
program. Lenders access through FHA connect to look at this data in
CHUMS to determine if applied HECM certificates are valid. If the agency
that issue the certificate.

1.  Click **CHUMS FTP Setting** text hyperlink from *Export Data
    Functions* page, the *CHUMS FTP Setting* screen appears.

> ![](media/image260.png){width="3.5243055555555554in"
> height="1.3979166666666667in"}
>
> **Figure 414. PM: Export Data Functions -- CHUMS FTP Setting**

-   The **FTP Start Date** field shows the date that CHUMS FTP function
    was executed the first time.

-   In the right hand section of the screen are the options of frequency
    that CHUMS auto FTP function can be set to be executed.

-   The **Last File Transferred** and **Next File Transfer** dates are
    automatically calculated and updated by the system after each CHUMS
    FTP execution. They are display only and can not be edited by user.

-   To disable CHUMS auto FTP function, click the **Disable** radio
    button.

-   To run CHUMS FTP function manually, click the **Run Immediately**
    button. Usually user does not have to run this function manually.

-   Make necessary change to this page. Click the **Update** button to
    save the data update. Click the **Done** button will return the
    screen to *Export Data Functions* page.

**MANAGE IVR**

-   Click **Manage IVR** text hyperlink from *Export Data Functions*
    page, the *Manage IVR Export* menu screen appears.

![](media/image261.png){width="4.767361111111111in"
height="1.6402777777777777in"}

**Figure 415. PM: Export Data Functions -- Manage IVR Export**

-   To view or edit IVR export function setting, click the **View/Edit**
    hyperlink to the right of text 'View/Edit automated transfer
    schedule' from *Manage IVR Export page*. The *IVR* FTP setting
    screen appears.

![](media/image262.png){width="4.846527777777778in"
height="1.9534722222222223in"}

**Figure 416. PM: Export Data Functions -- IVR (FTP Setting)**

-   The **FTP Start Date** field shows the date that IVR FTP function
    was executed the first time.

-   In the right hand section of the screen are the options of frequency
    that IVR auto FTP function can be set to be executed.

-   The **Last File Transferred** and **Next File Transfer** dates are
    automatically calculated and updated by the system after each IVR
    FTP execution. They are display only and can not be edited by user.

-   To disable IVR auto FTP function, click the **Disable** radio
    button.

-   To run IVR FTP function manually, click the **Run Immediately**
    button. Usually user does not have to run this function manually.

-   Make necessary change to this page. Click the **Update** button to
    save the data update. Click the **Done** button will return the
    screen to *Manage IVR Export* page.

```{=html}
<!-- -->
```
-   To view agencies that are excluded in last IVR export because of
    insufficient data, click the **View/Edit** hyperlink to the right of
    text 'View/edit agencies excluded because of insufficient data' in
    the Last Execution section of *Manage IVR Export page*. The *Manage
    IVR Export -- Insufficient Data* Excel spreadsheet appears in main
    display area.

![](media/image263.png){width="6.176388888888889in"
height="1.0611111111111111in"}

(data abbreviated)

**Figure 417. PM: Export Data Functions -- Manage IVR Export --
Insufficient Data**

Following are the fields that must be complete in Agency Profile to
provide IVR Export with sufficient data.

-   Phone

-   Address

-   City

-   State

-   Zip Code

-   Counseling Services

```{=html}
<!-- -->
```
-   To view agencies that are included in last IVR export, click the
    **View/Edit** hyperlink to the right of text 'View agencies included
    in export' in the Last Execution section of *Manage IVR Export
    page*. The *Manage IVR Export* Excel spreadsheet appears in main
    display area.

![](media/image264.png){width="6.176388888888889in"
height="0.7444444444444445in"}

(data abbreviated)

**Figure 418. PM: Export Data Functions -- Manage IVR Export**

-   To view agencies data exported in last IVR execution, click the
    **View/Edit** hyperlink to the right of text 'View Export Data File'
    in the Last Execution section of *Manage IVR Export page*. The data
    is displayed in a text file format in main display area.

![](media/image265.png){width="6.490277777777778in"
height="0.2326388888888889in"}

**Figure 419. PM: Export Data Functions -- IVR Export Data**

-   Click the **Done** button from *Manager IVR Export page* will return
    the screen to *Export Data Functions* page.

**Manage Web List**

1.  Click **Manage Web List** text hyperlink from *Export Data
    Functions* page, the *Manage Web List Export* menu screen appears.

![](media/image266.png){width="5.3590277777777775in"
height="2.566666666666667in"}

**Figure 420. PM: Export Data Functions -- Manage Web List Export**

2.  To view or edit agency Web List FTP setting, click the **View/Edit**
    hyperlink to the right of text 'View/Edit automated transfer
    schedule' from *Manage Web List Export page*. The *Agency Web List
    Setting* screen appears.

![](media/image267.png){width="5.0993055555555555in"
height="2.0208333333333335in"}

**Figure 421. PM: Export Data Functions -- Agency Web List Setting**

-   The **FTP Start Date** field shows the date that Agency Web List FTP
    function was executed the first time.

-   In the right hand section of the screen are the options of frequency
    that Agency Web List auto FTP function can be set to be executed.

-   The **Last File Transferred** and **Next File Transfer** dates are
    automatically calculated and updated by the system after each Agency
    Web List FTP execution. They are display only and can not be edited
    by user.

-   To disable Agency Web List auto FTP function, click the **Disable**
    radio button.

-   To run Agency Web List FTP function manually, click the **Run
    Immediately** button. Usually user does not have to run this
    function manually.

-   Make necessary change to this page. Click the **Update** button to
    save the data update; a 'Data is successfully updated' message is
    displayed. Click the **Done** button will return the screen to
    *Manage Web List Export* page.

5.  To view agencies that are excluded in last Web List export because
    of insufficient data, click the **View/Edit** hyperlink to the right
    of text 'View/edit agencies excluded because of insufficient data'
    in the Last Execution section of *Manage Web List Export page*. The
    *Manage Web List Export -- Insufficient Data* Excel spreadsheet
    appears in main display area.

![](media/image268.png){width="4.928472222222222in"
height="0.8472222222222222in"}

(data abbreviated)

**Figure 422. PM: Export Data Functions -- Manage Web List Export --
Insufficient Data, Part 1**

![](media/image269.png){width="2.4930555555555554in"
height="0.8402777777777778in"}

(data abbreviated)

**Figure 423. PM: Export Data Functions -- Manage Web List Export --
Insufficient Data, Part 2**

> Following are the fields that must be present in Agency Profile to
> provide Web List Export with sufficient data.

-   Phone

-   Address

-   City

-   State

-   Zip Code

-   Counseling Services

6.  To view agencies that are included in last Web List export, click
    the **View/Edit** hyperlink to the right of text 'View agencies
    included in export' in the Last Execution section of *Manage Web
    List Export page*. The *Manage Web List Export* Excel spreadsheet
    appears in main display area.

> ![](media/image270.png){width="4.361805555555556in"
> height="0.89375in"}
>
> (data abbreviated)

**Figure 424. PM: Export Data Functions -- Manage Web List Export, Part
1**

> ![](media/image271.png){width="4.004861111111111in"
> height="0.88125in"}
>
> (data abbreviated)

**Figure 425. PM: Export Data Functions -- Manage Web List Export, Part
2**

7.  To view agencies data file content of last Web List execution, click
    the **Download** hyperlink to the right of text 'Download Data File'
    in the Last Execution section of *Manage Web List Export page*. The
    data is displayed in a text file format in main display area. To
    download the data file to hard drive, right click the data file
    **Download** hyperlink, select 'Save Target As ...' option and
    follow the screen prompts.

> ![](media/image272.png){width="5.5625in"
> height="0.23055555555555557in"}
>
> (data abbreviated)
>
> **Figure 426. PM: Export Data Functions -- Manage Web List Export --
> View Data File**

8.  To view reference file content of last Web List execution, click the
    **Download** hyperlink to the right of text 'Download Reference
    File' in the Last Execution section of *Manage Web List Export
    page*. The data is displayed in a text file format in main display
    area. To download the reference file to hard drive, right click the
    reference file **Download** hyperlink, select 'Save Target As ...'
    option and following the screen prompts.

![](media/image273.png){width="5.597222222222222in"
height="1.2569444444444444in"}

> **Figure 427. PM: Export Data Functions -- Manage Web List Export --
> View Reference File**

9.  Currently, there is only one Link Name existing in the *Manage Web
    List Export* page, the 'HECM List'. The exported Web List data is
    posted in HUD Single Family Housing web site. To view the data
    posted in that web site, click the **Go to Page** hyperlink of the
    HECM List shown in *Manage Web List Export* page. The HUD Approved
    Housing Counseling Agencies web page appears. To view HUD approved
    agencies, select a state from the state dropdown list and click the
    'Go to this page' link, or click a state from the map.

![](media/image274.png){width="5.682638888888889in"
height="5.340277777777778in"}

**Figure 428. PM: Export Data Functions -- Manage Web List Export -- HUD
Approved Housing Counseling Agencies Web Site**

-   To view or edit a Web List URL data, click the **View/Edit**
    hyperlink of the desired URL entry. The *Web List URL* screen
    appears.

![](media/image275.png){width="4.15in" height="1.8701388888888888in"}

**Figure 429. PM: Export Data Functions -- Manage Web List Export --
Edit Web List URL**

-   Click the **Add Another Criteria** button to add an additional
    criteria to the URL. Screen is refreshed with a blank criteria
    entry.

![](media/image276.png){width="4.108333333333333in"
height="2.0319444444444446in"}

**Figure 430. PM: Export Data Functions -- Manage Web List Export -- Add
Criteria to Web List URL**

-   Following are the options available in Filter Item dropdown list.

> ![](media/image277.png){width="2.0833333333333335in"
> height="0.9375in"}
>
> **Figure 431. PM: Export Data Functions -- Manage Web List Export --
> Web List URL Filter Item Options**

-   Make necessary data change. Click the **Save** button to save the
    data update. Screen returns to *Manage Web List Export* page.

-   Click the **Cancel** button, screen returns to *Manage Web List
    Export* page.

-   To delete the URL displayed in the *Web List URL* page, click the
    **Delete** button. Screen returns to *Manage Web List Export* page.

```{=html}
<!-- -->
```
-   To delete a URL, click on the **Delete** hyperlink of the URL entry
    that you want to delete. The URL entry is deleted from *Manage Web
    List Export* page.

-   To add a new URL, click the **Add New** hyperlink. A blank *Web List
    URL* page is displayed.

![](media/image278.png){width="4.106944444444444in"
height="1.9652777777777777in"}

**Figure 432. PM: Export Data Functions -- Manage Web List Export -- Add
New Web List URL**

-   Enter the necessary information, and click the **Save** button to
    create a new Web List URL, with additional criteria or criteria that
    is/are different from the existing Web List URL.

-   Or, click the **Cancel** button to cancel.

```{=html}
<!-- -->
```
-   Click **Done** button from *Manage Web List Export* page returns to
    *Export Data Functions* screen.

### Change System Parameters

This feature allows the Program Management to set the variables in HCS
to adjust settings in support of changing business requirements.

1.  From Management Functions menu, click **Change System Parameters**
    hyperlink. The *Change System Parameters* page appears.

![](media/image279.png){width="6.498611111111111in"
height="3.058333333333333in"}

**Figure 433. PM: Management Functions -- Change System Parameters**

-   In this page, following system parameters can be maintained by the
    program manager:

```{=html}
<!-- -->
```
-   Password Expiration: This is the number of days user password is in
    effect.

-   Default Password: This is the password a newly created user is set
    to and the password used when resetting existing users' password.

-   Sub-Agency Allocation Close Out Date: The date on or before which
    agencies can sub-allocate funding to their sub-agencies.

-   9902 Suspense Dates

    -   Initial Suspense Date: The initial 9902 suspense date. The date
        when reports must be submitted to be reported on time.

    -   Extended Suspense Date: The extended 9902 suspense date. If the
        date is later than the initial suspense date, reports submitted
        are considered late.

    -   Reports cannot be submitted after suspense date.

-   Agency Profile Update Duration: This parameter sets the frequency
    that agencies must update their profile data.

-   Grant Processing FY Write Access: This parameter sets the roles of
    users who have write access to previous fiscal years' grant
    processing data. Currently it is set to 'Office Manager and Above',
    as shown in following dropdown list.

> ![](media/image280.png){width="5.190972222222222in"
> height="1.09375in"}
>
> **Figure 434. PM: Management Functions -- Change System Parameters --
> Grant Processing Previous FY Write Access User Groups**

-   Approval Status Assignments: This parameter determines what system
    abilities agency users have based on the status their agency is in.

    -   Login -- determines whether the agency user can login to the
        system

    -   9902 -- determines whether they can access, read, or update
        their HUD 9902 Reports

    -   Profile -- determines whether they can access, read, or update
        their Agency Profile

    -   Grant -- determines whether they can access, read, or update
        their Sub-Allocations

    -   Export -- determines whether their agency contact and counseling
        data can be exported to other HUD programs and systems.

![](media/image281.png){width="6.5625in" height="3.19375in"}

Figure 435. PM: Management Functions -- Change System Parameters --
Approval Rights

-   Approval Period Default: This parameter sets default approval period
    duration based on their agency type. Please refer to Section 4.1.5
    concerning the different statuses.

![](media/image282.png){width="6.544444444444444in"
height="3.609027777777778in"}

Figure 436. PM: Management Functions -- Change System Parameters --
Approval Periods

### Archive F11 System Data

This function is unavailable currently. The intention was to store
permanently old data. The problem is that archived data cannot be
retrieved in HCS. The system files are manageable to allow retaining in
database for quick retrieving.

### CARS Submission Verification Screens

This feature allows viewing and controlling agency data submission from
their Client Management Systems (CMS) to HCS.

1.  From the Management Functions menu screen, click the **CARS
    Submission Verification Screens** hyperlink. The *View Cars
    Submission Verification Screens* sub-menu appears.

![](media/image283.png){width="6.176388888888889in"
height="0.7534722222222222in"}

Figure 437. PM: Management Functions -- View CARS Submission
Verification Screens Menu

-   Click the **CARS Submission Verification** hyperlink. The CARS
    *Submission Verification* screen appears.

**Note:** If you want to use the CARS Administration function, skip
ahead to step 6.

![](media/image284.png){width="6.102083333333334in"
height="1.8965277777777778in"}

Figure 438. PM: Management Functions -- CARS Submission Verification

-   Enter a submission start date in the **Start Date (mm/dd/yyyy)**
    field. Enter an submission end date in the **End Date (mm/dd/yyyy)**
    field. Complete the other fields as necessary. Click **All
    Submissions** button. The results appear below.

![](media/image285.png){width="5.934722222222222in"
height="2.161111111111111in"}

Figure 439. PM: Management Functions -- CARS Submission Verification
Results

-   Click on **Failed List** button, a result list appears. Following is
    an example of Failed List report.

> ![](media/image286.png){width="4.311805555555556in"
> height="2.6381944444444443in"}

Figure 440. PM: Management Functions - CARS Submission Verification --
Failed List

-   Click on the first hyperlink under Error Code column. Following
    error logs explain the error codes contained in the hyperlink
    selected.

> ![](media/image287.png){width="6.490277777777778in"
> height="0.8618055555555556in"}

Figure 441. PM: Management Functions - CARS Submission Verification --
CARS Error Log

-   Return to the *View CARS Submission Verification Screens Menu*
    screen. Click the **CARS Administration** hyperlink. The *CARS
    Administration* screen appears.

![](media/image288.png){width="6.489583333333333in"
height="1.136111111111111in"}

Figure 442. PM: Management - CARS Administration

-   Click on the action hyperlink to reopen or close the fiscal year. If
    you click the **Close Fiscal Year** hyperlink, a warning message
    appears.

![](media/image289.png){width="3.609027777777778in"
height="1.0270833333333333in"}

Figure 443. PM: Management Functions -- CARS Administration action
warning message.

-   If you are sure that you want to change the status of the fiscal
    year, click **OK**. A confirmation message appears on the page. If
    you don't want to change the status of the fiscal year, click
    **Cancel** to close without saving.

![](media/image290.png){width="6.489583333333333in"
height="1.7048611111111112in"}

Figure 444. PM: Management Functions -- CARS Administration Fiscal Year
Changed Message

### AD HOC Query

This feature allows a knowledgeable user to customize a data report by
using programming logic. The user needs to be familiar with the database
and data field titles to properly select the appropriate fields.

From the Management Functions menu, click the **AD HOC Query**
hyperlink. The *AD HOC Query* page appears.

![](media/image291.png){width="5.844444444444444in"
height="4.790277777777778in"}

Figure 445.A. PM: Management Functions Ad Hoc Query

The Ad Hoc Query features provides the user a way to extract raw data
from the System. This feature requires a deep understanding of the
database structural layout of the System as well as all the reference
data identifiers. To use the Ad Hoc Query feature following the
instructions below:

1.  From the Available Tables list, select the table you wish to extract
    data from.

2.  After clicking on a table from the Available Tables list, the
    Available Columns list is populated with all the columns available
    in the selected table.

3.  Select the columns you wish to extract data from.

4.  After selecting the columns you wish to extract, click one of the
    following ![](media/image292.png){width="0.525in"
    height="1.5854166666666667in"} buttons to fine tune your Selected
    Columns list.

5.  Repeat table and column selection until all data you desire has been
    selected.

6.  Click on the Criteria tab and specify any filtering criteria.

![](media/image293.png){width="5.756944444444445in" height="4.55in"}

Figure 445.B. PM: Management Functions Ad Hoc Query

7.  Optionally click the Sort Order to determine how you would like your
    result set sorted.

8.  Finally, click the Run tab and click the Run Query button and a
    spreadsheet is displayed with resulting data.

NOTE: The System tries to ascertain the relationships between tables
through Foreign Keys first and then by common field names second. This
can be effective when selecting data from two tables but can become
ineffective if too many tables with similar FK relationships and common
field names are specified. To collect data from multiple tables, it is
advised to extract from a few set of tables and then manually join the
data in a spreadsheet.

### Change Office Defaults

This features allows to record key management personnel for each HOC and
HQ and assigned States to each HOC defining regions of responsibilities.

1.  From the Management Functions menu, click the **Change Office
    Defaults** hyperlink. The *Change Office Defaults* page appears.

![](media/image294.png){width="3.29375in" height="1.6076388888888888in"}

Figure 446. PM: Change Office Defaults

[]{.mark}

-   Click on the HUD Office under **Office Name** column that you wish
    to change. The *Default Office Information* screen appears.

![](media/image295.png){width="6.259722222222222in"
height="7.363888888888889in"}![](media/image296.png){width="6.249305555555556in"
height="4.822222222222222in"}![](media/image297.png){width="6.249305555555556in"
height="5.634722222222222in"}

Figure 447. PM: Default Office Information

-   Fill out all of the fields in the form. Then click **OK** to save or
    **Cancel** to cancel.

-   Click the **Validate** button in the States Covered section, a
    message like following appears. It warns you that the listed states
    or territories are not assigned to any HOC office.

![](media/image298.png){width="3.645138888888889in"
height="1.6145833333333333in"}

Figure 448. PM: Management Functions -- Change Office Defaults -
Information Message.