# 6.0 USER - GTR {#user---gtr .unnumbered}

# GTR

The HUD GTR role within HCS provides the GTR with the ability to oversee
the business process of the HUD-9902 submission process as well as the
Grants Process. They have the access rights and capabilities of an
Agency User as well as the capability to review the Grants Process.
Within HCS, the HUD GTR has the ability to:

-   Submit/Review HUD-9902 forms

-   Submit/Review Agency information

-   Enter the Grant Processing section of HCS to:

```{=html}
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```
-   View Funding Allocations

-   Setup Grant Applications

-   Score Grant Applications

-   Calculate Recommended Awards

-   Input Awards and Sub-Allocations

-   View Reports

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```
-   View CARS Submission Information

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

![](media/image1.png){width="6.499305555555556in"
height="3.7645833333333334in"}

Figure 19. GTR: 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. Using the HCS **Grant Processing** feature, you can:

-   Collect grant applications from HQ and HOCs.

-   Automate the evaluation and ranking process of grant applications.

-   Immediately track the reviewer evaluation process.

-   Score and rank applications using the evaluation criteria.

-   View analytical cross-tabulation reports of scores.

-   Create and view management reports.

-   View Funding Allocations

While logged in as a GTR, you see the following Grants Processing menu
of options:

![](media/image2.png){width="2.28125in" height="4.270138888888889in"}

Figure 20. GTR: Grants Processing Menu

### Grants Processing Help

**Grant Application Process**

-   Setup Grant Applications: The Setup Grant Applications function sets
    up grant applications.

-   Scoring: The Scoring function rates and ranks grant applications.

-   Final Scoring for Primary Reviewers: This sorts the scoring out by
    the reviewers for each application.

-   Calculate Recommended Awards: This calculates and submits the
    recommended awards.

-   Input Awards/Sub Allocations: This allows you to input awards and
    sub allocations based on sub-agencies.

-   View Funding Allocations: This shows the grant funds allocated to
    the different grant categories within the Housing Counseling
    Program.

**Reports**

-   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.

-   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.

### Grant Application Process

The Grant Application Process sets up the HCS system for the entire
year. The Grant Application Process involves:

-   Setup Grant Applications

-   Scoring

-   Final Scoring for Primary Reviewers

-   Calculate Recommended Awards

-   Input Awards/Sub Allocations

The sections below explain each grant applications step in detail.

### Setup Grant Applications

As a GTR, you can setup grant applications for the agencies you are in
charge of; to setup a grant application follow the steps below.

1.  From the left navigation menu, click the **Setup Grant Application**
    hyperlink. The *Grant Applications for FY 200X* screen appears,
    displaying a list of existing grant applications.

![](media/image3.png){width="6.490972222222222in"
height="5.485416666666667in"}

Figure 21. GTR: Grant Applications for FY 200X

1.  To view an existing application, click a hyperlink in the **Agency
    Name** column. The *Setup Grant Application for FY 200X* screen
    appears.

![](media/image4.png){width="6.495833333333334in"
height="6.663194444444445in"}

![](media/image5.png){width="6.495833333333334in"
height="5.920138888888889in"}

Figure 22. GTR: Setup Grant Application for FY 200X

2.  To create a new grant application for your agency, click **New
    Application...** The *Agency* screen appears.

![](media/image6.png){width="6.498611111111111in"
height="0.6409722222222223in"}

Figure 23. GTR: Agency (Select)

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

**NOTE:** You must select an application before you click **OK**. Or, to
cancel this new application, click **Cancel**.

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

![](media/image7.png){width="6.495833333333334in"
height="7.840972222222222in"}

Figure 24. GTR: Setup Grant Application for FY 200X

5.  Fill out the form.

6.  Enter the amount of last year's grant awards in the **Last Year's
    Grant Awards** field.

7.  Enter the amount of grant requested in the **Grant Request** field.

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

9.  Select a primary and secondary reviewer(s) using the appropriate
    reviewer drop-down boxes.

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

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

You have now completed the new grant application.

### Scoring

As a GTR, you can score 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/image8.png){width="6.495833333333334in" height="2.075in"}

Figure 25. GTR: Application(s) Reviewed for Fiscal Year 200X

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

13. To delete a score, click **Delete** in on the row of the agency you
    are looking for; or to enter a new score, click **New Score...**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 5.

![](media/image9.png){width="6.495833333333334in"
height="1.1520833333333333in"}

Figure 26. GTR: Select an Application to Rate and Rank for Fiscal Year
200X

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

15. 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.

![](media/image10.png){width="6.496527777777778in"
height="5.629861111111111in"}

![](media/image11.png){width="6.496527777777778in"
height="5.5784722222222225in"}

![](media/image12.png){width="6.495833333333334in"
height="6.134722222222222in"}

Figure 27. GTR: Factors for Award

16. 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.

1.  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/image13.png){width="6.492361111111111in"
height="2.4458333333333333in"}

Figure 28. GTR: Final Scoring for Primary Reviewers Search for FY 200X

17. Search for the final scoring for primary reviewers by completing
    each field.

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

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

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

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

22. 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/image14.png){width="6.499305555555556in" height="2.96875in"}

Figure 29. GTR: Final Scoring List for Fiscal Year 200X

23. To view, edit, or delete 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/image15.png){width="6.497222222222222in"
height="4.464583333333334in"}

Figure 30.A. GTR: Final Scoring for Primary Reviewer - Agency Details

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

25. 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 GTR you can calculate the recommended awards. Selecting each Grant
Type in the *Recommended Awards for Fiscal Year 200X* screen causes HCS
to calculate a recommended award for all applications that have a Final
Score assigned to that Grant Type. Applications are ready to be
calculated using this feature when the number under \'# Calculated\' is
less than the number under \'# Final Score\'.

HCS provides HUD the ability to calculate recommended awards by grouping
applicants in one of two ways:

1.  According to the funding that each Housing Office Center is
    allocated for each of the grant categories specified in the NOFA,
    Figure 30.B. Using this method, grant applicants compete only
    against those agencies who fall under same Housing Office Center and
    are applying for the same grant category.

2.  According to the grant category specified in the NOFA, Figure 30.A.
    Using this method, grant applicants compete against all agencies
    applying for the same grant category regardless of locality and
    Housing Office Center jurisdiction. GTR roles do not have the
    ability to calculate recommended awards because grant applicants can
    extend beyond the Housing Office Centers in which GTR's have no
    authority.

![](media/image16.png){width="6.509722222222222in" height="3.19375in"}

Figure 30.B. GTR: Recommended Awards Calculation by Grant Category

To calculate recommended awards when HUD uses the applicant grouping by
grant category and Housing Office Center, follow these steps:

1.  From the left navigation menu, click the **Calculate Recommended
    Awards** hyperlink. The *Recommended Awards for Fiscal Year 200X*
    screen appears, displaying recommended awards calculation listed for
    the year, by agency, and by grant type.

![](media/image17.png){width="6.492361111111111in"
height="5.019444444444445in"}![](media/image18.png){width="6.495833333333334in"
height="2.526388888888889in"}

Figure 30.C. GTR: Recommended Awards Calculation for Fiscal Year 200X

2.  Select the HUD Office the application is processing under.

3.  Click on the **Grant Type** that describes the application for which
    you wish to calculate recommended award amount; you can select
    either **Comprehensive** or **HECM** (see an example of
    Comprehensive below). This will take you to another page to perform
    the calculation.

![](media/image19.png){width="5.872916666666667in"
height="7.161111111111111in"}

Figure 31. GTR: Calculate Recommended Awards - Comprehensive

4.  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.

5.  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.

6.  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 GTR you can input awards and sub-allocations. The list of
applications is dependent on the type of funding allocations chosen by
HUD and described in Calculate Recommended Awards above. Follow these
steps to input/review the awards and sub-allocations when the funding
allocations chosen by HUD is Grant Category and Housing Office Center:

1.  From the left navigation menu, click the **Input Awards/Sub
    Allocations** hyperlink. The *Input Awards for FY 200X* screen
    appears, displaying the available HUD Offices, and the allocated
    funds, amount awarded, and the grant type for each office.

![](media/image20.png){width="6.301388888888889in"
height="2.9472222222222224in"}

Figure 32. GTR: Input Awards for FY 200X

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

![](media/image21.png){width="6.499305555555556in"
height="3.245833333333333in"}

Figure 33. GTR: Select a Grant Application to Award for FY 200X

3.  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 **Agency Type to
    sort by agency type** and Agency Name order. Click the hyperlink for
    the agency that you wish to grant an award.

4.  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/image22.png){width="6.491666666666666in"
height="3.5868055555555554in"}

Figure 34. GTR: Input Award (by Agency)

5.  Complete the form; enter the amount awarded in whole dollars
    (format: 9999999) and make sure the number of zero (0) s are
    correct. The amount awarded should not exceed the agency's requested
    amount.

6.  To sub-allocate funds to any associated sub-agencies, click
    **Sub-Agency Allocation**. The *Sub-Agency Grant Allocation* screen
    appears.

![](media/image23.png){width="6.499305555555556in"
height="3.6979166666666665in"}![](media/image24.png){width="6.499305555555556in"
height="4.129861111111111in"}

Figure 35. GTR: Sub-Agency Grant Allocation

7.  Complete the form and fill in any sub-agency funding information. To
    allocate the funds evenly, click **Allocate Evenly**. To allocate by
    \# of counselors, click **Allocate by \# of Counselors**. To
    allocate by \# of clients, click **Allocate by \# of Counselors.**

8.  Review the form for accuracy and take one of the following actions:
    To print, click **Print** and follow the instructions in the *Print*
    dialog box. To export to Microsoft Excel, click **Export** and
    follow the instructions in the *File Download* dialog box. To cancel
    the sub-allocations, click **Cancel**. To save the allocations,
    click **Submit**. The screen refreshes and includes confirmation
    messages.

![](media/image25.png){width="6.496527777777778in"
height="4.861111111111111in"}

Figure 36. GTR: Sub-Agency Grant Allocation - Submit Message

You have now reviewed/updated the grant application to award form.

Follow the steps below for inputting awards when HUD has chosen to
allocate funding by Grant category only.

1.  From the left navigation menu, click the **Input Awards/Sub
    Allocations** hyperlink. The *Input Awards for FY 200X* screen
    appears, displaying the available grant categories the GTR's
    authorized list of agencies can apply towards, and the allocated
    funds, and amount awarded, and the grant type for each category.

![](media/image26.png){width="6.019444444444445in" height="2.93125in"}

Figure 37. GTR: Input Awards for FY 200X

### Reports

The HCS system comes with a variety of reports. These reports can be
viewed, printed, and exported to Excel. Below are instructions on how to
access, 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.

2.  Click the **Application Status** hyperlink (or any other report
    hyperlink listed). The *Application Status for FY 200X* screen
    appears.

![](media/image27.png){width="6.499305555555556in"
height="4.622916666666667in"}![](media/image28.png){width="6.499305555555556in"
height="1.8083333333333333in"}

Figure 38. GTR Reports - Application 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.

2.  Click the **Application Status** hyperlink (or any other report
    hyperlink listed). The *Application Status for FY 200X* screen
    appears.

![](media/image29.png){width="6.495833333333334in" height="1.55in"}

Figure 39. GTR Reports - Application Status for FY 200X

3.  Click **Print**. The *Print Dialog Box* appears.

![](media/image30.png){width="6.399305555555555in" height="4.40625in"}

Figure 40. GTR: Print Dialog Box.

4.  Click **Print**.

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 by following these steps:

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

2.  Click the **Application Status** hyperlink (or any other report
    hyperlink listed). The *Application Status for FY 200X* screen
    appears.

![](media/image29.png){width="6.495833333333334in" height="1.55in"}

Figure 41. GTR: Reports - Application Status for FY 200X

3.  Click **Export**. The *File Download Dialog Box* appears.

![](media/image31.png){width="4.208333333333333in"
height="3.0104166666666665in"}

Figure 42. GTR: File Download Dialog Box.

4.  Click **Save** to save the report as a Microsoft Excel Worksheet on
    your desktop or server.

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

### Report Examples

#### Applications Status 

Below is an example of an Applications Status report:

![](media/image29.png){width="6.495833333333334in" height="1.55in"}

Figure 43. GTR: Application Status for FY 200X

If you click **Primary Reviewer Statistics** on the report, the *Primary
Reviewers Statistics for FY 200X* screen appears:

![](media/image32.png){width="6.496527777777778in"
height="6.692361111111111in"}

Figure 44. GTR: Primary Reviewers Statistics for FY 200X

#### Scores Status 

Below is an example of a Scores Status report:

![](media/image33.png){width="6.498611111111111in"
height="5.344444444444444in"}

Figure 45. GTR: Reports - Scoring

#### Strength/Weakness by Factor Report

Below is an example of the Strength/Weakness by Factor Report -- Select
a Factor for FY 200X screen.

When the report is selected the following dialog will appear:

![](media/image34.png){width="3.9472222222222224in"
height="1.2708333333333333in"}

Figure 46. GTR: Reports -- Strengths and Weaknesses Dialog

If you select **OK** Strengths and Weaknesses will be included in the
report. If you select **Cancel**, the Strengths and Weaknesses will not
be included in the report.

![](media/image35.png){width="4.145833333333333in"
height="1.8333333333333333in"}

Figure 47. GTR: Reports - Strength/Weakness by Factor Report - Select a
Factor for FY 200X

After you click on a factor, the report appears:

![](media/image36.png){width="6.498611111111111in"
height="5.352777777777778in"}

Figure 48. GTR: Strength/Weakness by Factor Report

##### Strength/Weakness All Factors Report {#strengthweakness-all-factors-report .unnumbered}

Below is an example of a Strength/Weakness All Factors Report:

![](media/image34.png){width="3.9472222222222224in"
height="1.2708333333333333in"}

Figure 49. GTR: Reports -- Strengths and Weaknesses Dialog

If you select **OK**, the Strengths and Weaknesses will be included in
the report. If you select **Cancel**, the Strengths and Weaknesses will
not be included in the report.

![](media/image37.png){width="4.551388888888889in"
height="0.9895833333333334in"}

Figure 50. GTR: Reports -- Strengths and Weaknesses Agency Selection

Click the Agency name and the report will appear.

![](media/image38.png){width="6.492361111111111in"
height="4.613888888888889in"}

Figure 51. GTR: Strength and Weakness by All Factors Report

#### Funding Recommendation Report

Below is an example of a Funding Recommendation Report:

![](media/image39.png){width="6.497222222222222in" height="2.3125in"}

Figure 52. GTR: Reports -- Funding Recommendation Report

#### Funding Report

Below is an example of a Funding Report:

![](media/image40.png){width="6.492361111111111in"
height="2.5729166666666665in"}

Figure 53. GTR: Reports - Funding

#### Awards Report by Agency

Below is an example of an Awards Report by Agency:

![](media/image41.png){width="6.497222222222222in"
height="2.609722222222222in"}

Figure 54. GTR: Reports -- Awards Report by Agency

#### Awards Report by Office

Below is an example of an Awards Report by Office:

![](media/image42.png){width="6.492361111111111in" height="1.5in"}

Figure 55. GTR: Awards Report by Office

#### Awards Report by State

Below is an example of an Awards Report by State:

![](media/image43.png){width="6.498611111111111in"
height="1.9388888888888889in"}

Figure 56. GTR: Awards Report by State

You can also choose to filter this report by state.

## HUD-9902 Processing

As a GTR, you can submit and review HUD-9902 forms. To do so, you must
first search for the agency on who's behalf you'd like submit or review.

### 9902 Data Reporting Status Inquiry

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/image44.png){width="6.488888888888889in"
height="2.7840277777777778in"}

Figure 57. GTR: 9902 Data Reporting Status Inquiry

2.  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/image45.png){width="6.499305555555556in"
height="7.330555555555556in"}

Figure 58. GTR: 9902 Data Reporting Status Inquiry for FY 200X

3.  Fill out the fields you want to search on or just leave the fields
    blank to retrieve all submitted HUD-9902 forms that you have
    jurisdiction over.

4.  Click **Submit Inquiry**. The *9902 Data Reporting Status Inquiry
    Results* screen appears.

![](media/image46.png){width="6.498611111111111in"
height="6.410416666666666in"}

Figure 59. GTR: 9902 Data Reporting Status Inquiry Results

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

6.  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.

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

![](media/image47.png){width="6.49375in" height="2.7756944444444445in"}

Figure 60. GTR: Inquiry Results Email List

8.  To save the email list as a text file, click **Text**. A File
    Download dialog box appears; click **Save** or **Open**.

9.  When you are done reviewing the **Email List**, click **Done**. You
    return to the *9902 Inquiry Search Results List* screen

![](media/image46.png){width="6.498611111111111in"
height="6.410416666666666in"}

Figure 61. GTR: 9902 Reporting Search Results List

10. 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/image48.png){width="6.495138888888889in"
height="2.517361111111111in"}

Figure 62.A. GTR: 9902 Inquiry Results Invalid Email List

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

    a.  To update the invalid email address, click on the invalid email
        address text under Agency Email.

![](media/image49.png){width="6.456944444444445in"
height="2.4166666666666665in"}

Figure 62.B. GTR: 9902 Inquiry Results Invalid Email List - Edit

b.  An input box appears with two buttons, Update and Cancel.

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

![](media/image50.png){width="6.334722222222222in"
height="2.384027777777778in"}

Figure 62.C GTR: 9902 Inquiry Results Invalid Email List - Saved

12. To view more information about an agency listed on this list, select
    an agency by clicking the hyperlink under the **Agency Name**
    column. The *Agency Profile* screen appears.

![](media/image51.png){width="6.495833333333334in"
height="6.839583333333334in"}![](media/image52.png){width="6.483333333333333in"
height="7.4430555555555555in"}![](media/image53.png){width="6.518055555555556in"
height="5.865972222222222in"}![](media/image54.png){width="6.520138888888889in"
height="4.579861111111111in"}

Figure 63. GTR: Agency Profile

13. You can view or edit the information about this agency. Then, click
    **OK** to exit the screen and return to the agency list screen.

14. To view the HUD-9902 form for an agency, click the 9902 hyperlink.
    The HUD-9902 screen appears (see Section 4.1.1 HUD 9902 Processing
    for a sample and instructions on the fields). Review the form and
    then click **SEND**.

15. When you are finished, click **OK** to return to the Agency List.
    Or, click **Cancel** to exit out of this screen.

You have now searched for and/or edited a HUD-9902 form.

##  Agency Information

As a GTR, you can also review or submit information about the agencies
that you are involved with.

### Agency Search

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

![](media/image55.png){width="6.249305555555556in"
height="2.1458333333333335in"}

Figure 64. GTR: Agency Search

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

![](media/image56.png){width="6.491666666666666in"
height="6.026388888888889in"}
![](media/image57.png){width="6.607638888888889in"
height="6.845833333333333in"}

Figure 65. GTR: Agency Search for FY 200X

3.  Fill out the form and click **Search**. The *Agency List* screen
    appears.

**Note:** You can also click **Add New Agency**. For instructions on
this feature, skip ahead to the next section: *Add New Agency*.

![](media/image58.png){width="6.499305555555556in"
height="2.5097222222222224in"}

Figure 66.A. GTR: Agency List

4.  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/image59.png){width="6.177083333333333in"
height="3.138888888888889in"}

Figure 66.B. GTR: Agency List -- Valid Emails

5.  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.

```{=html}
<!-- -->
```
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/image60.png){width="6.3in" height="2.526388888888889in"}

Figure 66.C. GTR: Agency List -- Invalid Emails

6.  If you want to export the agency list, click the Agency List
    hyperlink and then click **Agency Spreadsheet**. The *File Download*
    dialog box appears.

![](media/image61.png){width="4.208333333333333in"
height="3.0104166666666665in"}

Figure 67. GTR: File Download Dialog Box.

7.  Select to either open or save the file and then return to original
    screen.

8.  To view more information about an agency listed, click the agency's
    name hyperlink in the **Agency Name** column. The *Agency Profile*
    screen for that agency appears.

![](media/image51.png){width="6.495833333333334in"
height="6.839583333333334in"}
![](media/image52.png){width="6.483333333333333in"
height="7.4430555555555555in"}
![](media/image53.png){width="6.518055555555556in"
height="5.865972222222222in"}
![](media/image54.png){width="6.344444444444444in"
height="4.461805555555555in"}

Figure 68.A. GTR: Agency Profile

9.  View Notes provides you the ability to leave comments or notes
    viewable by HUD and agency users. Click View Notes to display all
    Comments about the selected agency. The Comments appear just under
    the Agency Name field. To collapse the comments section, click the
    Hide Notes link.

![](media/image62.png){width="6.597222222222222in"
height="1.6729166666666666in"}

Figure 68.B. GTR: Agency Profile Notes Part I

10. To add a new note, click the Add New link next to the Comments label
    just under the Agency Name section. Agency Profile Notes -- Part II
    below shows the comment entry box that appears.

![](media/image63.png){width="5.267361111111111in"
height="5.009027777777778in"}

Figure 68.C. GTR: Agency Profile Notes Part II

11. Enter a subject into the Subject field, your comment into the
    Comment field, and specify the access level. The Access Level
    determines whether agency users can see your comment or only HUD
    users can see your comment. After entering your comment and
    specifying the Access Level, click the Save button to save the
    comment. If do not wish to leave a comment, click the Cancel button
    or the Close button on the top right of the pop up box.

12. To view an existing comment, click on the displayed subject text. If
    you wish to remove an existing comment that you had left, click the
    Delete link under the Action title in the comments section
    displayed.

13. Review or edit the agency profile. Then, click **OK** to save or
    **Cancel** to exit this screen.

You have now searched for agency information.

### Add New Agency

While you are searching for an agency, you also have the option of
adding a new agency to the HCS system.

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

![](media/image55.png){width="6.249305555555556in"
height="2.1458333333333335in"}

Figure 69. GTR: Agency Search

2.  Then click the drop-down box to select the fiscal year you wish to
    search for, and click **Go**. The *Agency Search for FY 200X* screen
    appears.

![](media/image56.png){width="6.491666666666666in"
height="6.026388888888889in"}![](media/image57.png){width="6.607638888888889in"
height="6.845833333333333in"}

Figure 70. GTR: Agency Search for FY 200X

3.  Click **Add New Agency**. The *Agency Profile* screen appears.

![](media/image64.png){width="6.497916666666667in"
height="5.311111111111111in"}![](media/image65.png){width="6.495833333333334in"
height="5.7444444444444445in"}![](media/image66.png){width="6.49375in"
height="5.4534722222222225in"}![](media/image67.png){width="6.495833333333334in"
height="5.540277777777778in"}

Figure 71. GTR: Add New Agency Profile

4.  Complete all of the fields in the form. To save, click **OK**. To
    exit without saving, click **Cancel**.

You have now added a new agency profile to the HCS system.

### 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:

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

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

3.  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.

4.  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/image68.png){width="6.089583333333334in"
height="3.6638888888888888in"}

Figure 72.A. GTR: Update Agency Status -- Bulk Approve

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

![](media/image69.png){width="5.319444444444445in"
height="3.029166666666667in"}

Figure 72.B. GTR: Update Agency Status -- Bulk Approve

6.  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:

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

![](media/image70.png){width="4.339583333333334in" height="4.24375in"}

Figure 72.C. GTR: Update Agency Status -- Agency Profile

2.  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

3.  Click the Apply button to save the status update.

4.  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.

## CARS Submission Verification Screens

Another option that you have as a GTR is to perform a CARS Submission
Verification.

1.  From the left navigation menu, click the **CARS Submission
    Verification** **Screens** hyperlink. The *CARS Submission
    Verification* screen appears.

![](media/image71.png){width="6.489583333333333in"
height="2.0208333333333335in"}

Figure 73.A. GTR: Management -- CARS Submission Verification

2.  Enter a start date in the **Start Date (mm/dd/yyyy)** field. Enter
    an end date in the **End Date (mm/dd/yyyy)** field.

3.  Complete the other fields as necessary.

4.  Click **All Submissions**. The results appear below.

![](media/image72.png){width="6.489583333333333in"
height="2.3631944444444444in"}

Figure 73.B. GTR: CARS Submission Verification Results

You have now used the CARS Submission Verification feature