# 7.0 USER - Office Manager {#user---office-manager .unnumbered}

## Office Manager

The HUD Office Manager's role within HCS also provides the ability to
oversee the business process of the HUD-9902 submissions and the Grants
Process. In addition to the rights and capabilities of the HUD GTR, the
Office Manager also has the capability to view User Information and
perform some Management Functions. Within HCS, the HUD Office Manager
has the ability to:

-   Submit/Review HUD-9902 forms

-   Submit/Review Agency information

-   Enter the Grant Processing section of HCS to:

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-   View Funding Allocations

-   Setup Grant Applications

-   Score Grant Applications

-   Calculate Recommended Awards

-   Input Awards and Sub-Allocations

-   View Reports

-   Export Grant information from HCS

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-   Manage HCS User Information

-   Perform some Management Functions

Upon logging into the system as an *Office Manager,* you will see the
following screen:

![](media/image1.png){width="6.493055555555555in"
height="3.3131944444444446in"}

Figure 74. Office 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. 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.

While logged in as an Office Manager, you will see the following Grants
Processing menu of options:

![](media/image2.png){width="2.1458333333333335in"
height="6.186805555555556in"}

Figure 75. OM: Grants Processing Menu

### Grants Processing Help

**Grant Application Process**

-   Funding Allocations: The Funding Allocations allocates amounts for
    the fiscal year.

-   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.

**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.

**Export**

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

-   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.

### 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

-   Funding Allocations

The sections below explain each grant applications step in detail.

### Setup Grant Applications

As an Office Manager, you can create and update grant applications for
the agencies within your Housing Office Center. To update or create
grant applications follow the steps below.

1.  From the left navigation menu, click the **Setup Grant Application**
    hyperlink. The *Grant Applications for FY 200X* screen appears.

![](media/image3.png){width="6.496527777777778in"
height="2.3694444444444445in"}

Figure 76. OM: Grant Applications for FY 200X

Click on an agency name in the Agency Name column to update an existing
grant application. The Agency and applicable (HOC) screen appears

![](media/image4.png){width="6.488888888888889in"
height="6.677777777777778in"}

![](media/image5.png){width="6.509722222222222in"
height="5.927777777777778in"}

Figure 77. OM: Update Grant Application for FY 200X

2.  Select OK to save any changes. Select Cancel to go back to previous
    page without saving any changes.

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

![](media/image6.png){width="6.491666666666666in"
height="0.9118055555555555in"}

Figure 78. OM: Agency (Select)

4.  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**.

5.  Click **OK**. The *Setup Grant Application for FY 200X* screen
    appears displaying the Agency selected.

![](media/image7.png){width="6.496527777777778in" height="8.30625in"}

Figure 79. OM: Setup Grant Application for FY 200X

6.  Complete the form.

7.  Enter the amount of last year's grant awards in the **Last Year's
    Grant Awards** field if not already populated by the System.

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

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

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

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

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

You have now completed a new grant application.

### Scoring

As an Office Manager 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="1.8916666666666666in"}

Figure 80. OM: Application(s) Reviewed for Fiscal Year 200X

2.  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 an Office Manager.

3.  To delete a score, click **Delete** 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="6.497222222222222in" height="1.21875in"}

Figure 81. OM: Select an Application to Rate and Rank for Fiscal Year
200X

4.  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. 

5.  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.

6.  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="6.394444444444445in"
height="5.674305555555556in"}
![](media/image11.png){width="6.433333333333334in"
height="5.595138888888889in"}
![](media/image12.png){width="6.480555555555555in"
height="6.538194444444445in"}

Figure 82. OM: Factors for Award

7.  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="2.4895833333333335in"}

Figure 83. OM: Final Scoring for Primary Reviewers Search for FY 200X

2.  Search for the final scoring for primary reviewers by using any
    combination of the search criteria to filter the list of
    applications that require a final score.

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

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

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

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

7.  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="6.495833333333334in" height="6.85625in"}

Figure 84. OM: Final Scoring List for Fiscal Year 200X

8.  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="6.492361111111111in"
height="4.589583333333334in"}

Figure 85. OM: Final Scoring for Primary Reviewer - Agency Details

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

10. 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 an Office Manager and based on the funding allocation method selected
by HUD, you can either only view or 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. Office Managers do not have the
    ability to calculate recommended awards because grant applicants can
    extend beyond the Housing Office Center in which Office Managers
    have authority.

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

Figure 86. OM: 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 87. OM: Recommended Awards Calculation for Fiscal Year 200X

3.  Select the HUD Office where the application is processing under.

4.  Click 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 88. OM: Calculate Recommended Awards - Comprehensive

5.  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.

6.  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.

7.  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 an Office Manager 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 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 89. OM: 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 90. OM: 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** button 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 91. OM: 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 Allocations* screen
    appears.

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

Figure 92. OM: 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 **Save**. The screen refreshes and includes confirmation
    messages.

![](media/image25.png){width="6.496527777777778in"
height="5.353472222222222in"}

Figure 93.A OM: Sub-Agency Grant Allocation - Save Message

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 93.B. OM: 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="6.492361111111111in"
height="1.2833333333333334in"}

Figure 94. OM: 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/image27.png){width="6.492361111111111in"
height="1.2833333333333334in"}

Figure 95. OM: Reports - Application Status for FY 200X

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

![](media/image28.png){width="6.399305555555555in" height="4.40625in"}

Figure 96. OM: Reports - 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/image27.png){width="6.492361111111111in"
height="1.2833333333333334in"}

Figure 97. OM: Reports - Application Status for FY 200X

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

![](media/image29.png){width="4.208333333333333in"
height="3.0104166666666665in"}

Figure 98. OM: Reports - File Download Dialog Box.

4.  Click **Save** to save the report as a Microsoft Excel Worksheet.

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/image27.png){width="6.492361111111111in"
height="1.2833333333333334in"}

Figure 99. OM: Reports - Application Status for FY 200X

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

![](media/image30.png){width="6.496527777777778in"
height="6.702083333333333in"}

Figure 100. OM: Reports - Primary Reviewers Statistics for FY 200X

#### Scores Status 

Below is an example of a Scores Status report:

![](media/image31.png){width="6.498611111111111in"
height="5.344444444444444in"}

Figure 101. OM: 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:

![](media/image32.png){width="3.926388888888889in"
height="1.2604166666666667in"}

Figure 102. OM: 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/image33.png){width="4.145833333333333in"
height="1.8333333333333333in"}

Figure 103. OM: Reports - Strength/Weakness by Factor Report - Select a
Factor for FY 200X

After you click on a factor, the report appears:

![](media/image34.png){width="6.498611111111111in"
height="5.352777777777778in"}

Figure 104. OM: Reports - 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/image35.png){width="6.492361111111111in"
height="4.613888888888889in"}

Figure 105. OM: Reports - Strength and Weakness by All Factors Report

#### Funding Recommendation Report

Below is an example of a Funding Recommendation Report:

![](media/image36.png){width="6.497222222222222in" height="2.3125in"}

Figure 106. OM: Reports -- Funding Recommendation Report

#### Funding Report

Below is an example of a Funding Report:

![](media/image37.png){width="6.495833333333334in"
height="2.5118055555555556in"}

Figure 107. OM: Reports - Funding

#### Awards Report by Agency

Below is an example of an Awards Report by Agency:

![](media/image38.png){width="6.497222222222222in"
height="2.609722222222222in"}

Figure 108. OM: Reports -- Awards Report by Agency

#### Awards Report by Office

Below is an example of an Awards Report by Office:

![](media/image39.png){width="6.491666666666666in"
height="5.304861111111111in"}

Figure 109. OM: Awards Report by Office

#### Awards Report by State

Below is an example of an Awards Report by State:

![](media/image40.png){width="6.492361111111111in"
height="5.319444444444445in"}

Figure 110. OM: Awards Report by State

#### Funding Allocations

The Program Manager at HQ enters all of the funding allocations. HCS
supports two methods of allocating funds. The first method allocates by
grant type only. The second method used in previous fiscal years is
according to grant type and HUD office. Depending on which method used
by HQ, the funding allocation information available to an Office Manager
is different.

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

![](media/image41.png){width="6.498611111111111in"
height="5.1305555555555555in"}

Figure 111. OM: 200X Funding Grant Processing -- Getting Started

2.  Click the **Setup** **Funding Allocations** hyperlink. The *Funding
    Allocation 200X by Grant Category and HOC* screen appears when the
    method of allocating funds is according to grant type and HUD
    Office.

![](media/image42.png){width="6.322916666666667in"
height="5.427083333333333in"}

Figure 112.A OM: Funding Allocation By Grant Category and HOC

3.  When the method of allocating funds is according to grant type only,
    The Funding Allocation 200X by Grant Category is displayed.

![](media/image43.png){width="6.404861111111111in" height="5.46875in"}

Figure 112.B. OM: Funding Allocation By Grant Category

4.  The following steps regarding the Funding Allocation page functions
    the same way regardless of whether the funding allocation method is
    by grant type only or by grant type and HUD Office.

5.  To see additional information (such as the validation, difference,
    or information about Comprehensive and HECM grants), click the green
    dots. More information appears.

![](media/image44.png){width="6.49375in" height="5.742361111111111in"}

Figure 113. OM: Funding Allocation - Additional Information

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

![](media/image45.png){width="6.447916666666667in" height="5.4375in"}

Figure 114. OM: Funding Allocation - Show History

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

![](media/image46.png){width="2.1458333333333335in"
height="1.2916666666666667in"}

Figure 115. OM: Funding Allocation - Verification Message

8.  You have verified this information. Click **OK**.

9.  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/image47.png){width="4.197916666666667in"
height="2.9583333333333335in"}

Figure 116. OM: Funding Allocation - Export to Excel

You have now finished using the HCS system's **Funding Allocation**
feature.

### Export

Using the Export functions, you can perform a variety of tasks,
including viewing and/or exporting:

-   List of awardees

-   Procurement accounting spreadsheet

-   HUD-1044 form and/or data

-   Award Letters

-   Applications Data

-   IRS Delinquent Data

-   Congressional Report Data

-   Public Affairs Report

-   Agency Award/No Award Letters Data

-   Draw Down Report Processing

#### List of Awardees

As an Office Manager, you can view and/or export the List of Awardees.

**Note:** This function is only available to HQ HUD Office users.

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

```{=html}
<!-- -->
```
2.  Click the **List of Awardees** hyperlink (or any other report
    hyperlink listed). The *Export* screen appears.

![](media/image48.png){width="6.5in" height="1.2104166666666667in"}

Figure 117. OM: Export -- List of Awardees Download

3.  Click the file that you want to download by clicking the file name
    hyperlink located in the **File Name** column. The *File Download*
    screen appears.

![](media/image49.png){width="6.497916666666667in"
height="2.513888888888889in"}

Figure 118. OM: Export -- List of Awardees File Download

4.  Click **Open** to open the file; the document appears. To save the
    document click **Save**, or to cancel the download, click
    **Cancel**.

![](media/image50.png){width="6.498611111111111in"
height="4.873611111111111in"}

Figure 119. OM: Export -- List of Awardees document

You have now finished viewing and/or exporting the List of Awardees
document.

#### Procurement Accounting Spreadsheet

As an Office Manager, you can view and/or export the Procurement
Accounting Spreadsheet. This feature is only available to users assigned
to the HQ HUD Office.

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

2.  Click the **Procurement Accounting Spreadsheet** hyperlink (or any
    other report hyperlink listed). The *File Download* screen appears.

![](media/image51.png){width="4.208333333333333in"
height="3.0104166666666665in"}

Figure 120. OM: Export -- Procurement Accounting Spreadsheet Download

3.  To open the file, click **Open** button. The file appears in HCS
    main display . To save click **Save**, or to cancel click
    **Cancel**.

![](media/image52.png){width="6.5in" height="1.3729166666666666in"}

Figure 121. OM: Export -- Procurement Accounting Spreadsheet Download

You have now viewed and/or exported the Procurement Accounting
Spreadsheet.

#### HUD-1044

As an Office Manager, you can view and/or export the HUD-1044
information.

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

![](media/image53.png){width="6.197222222222222in"
height="2.2083333333333335in"}

Figure 122. OM: Export -- HUD-1044 Download

2.  Click the **HUD-1044** hyperlink. The HUD-1044 selection screen
    appears.

3.  Select either Single Agency, Single HOC, or All and click OK. The
    *File Download* screen appears.

![](media/image54.png){width="4.343055555555556in"
height="5.218055555555556in"}

Figure 123. OM: Export -- HUD-1044 Download

[]{.mark}

4.  Click on the **File Name** of the document that you wish to
    download. You can choose either to download the HUD-1044 data or the
    HUD-1044 template. After you click the link, the *File Download*
    screen appears.

![](media/image55.png){width="4.207638888888889in"
height="2.9472222222222224in"}

Figure 124. OM: Export -- HUD-1044 Download -- File Download

5.  To open, click **Open**. The data file appears (see below). To save,
    click **Save** or to cancel, click **Cancel**.

![](media/image56.png){width="6.495833333333334in"
height="3.8694444444444445in"}

Figure 125. OM: Export -- HUD-1044 Data File

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

![](media/image57.png){width="6.499305555555556in"
height="4.870138888888889in"}

Figure 126. OM: Export -- HUD-1044 Form Template

You have now viewed and/or exported the HUD-1044 data and form template.

#### Awards Letters

As an Office Manager, you can generate and/or export Awards Letters.

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

2.  Click on the Award Letters hyperlink. The Downloads/ Letters screen
    will appear.

> ![](media/image58.png){width="3.7180555555555554in"
> height="1.7291666666666667in"}

Figure 127. OM: Export -- HUD-1044 Form Template

![](media/image59.png){width="4.229166666666667in"
height="3.0208333333333335in"}

Figure 128. OM: Export -- Awards Letters File Download (data for Award
Spreadsheet)

3.  To view, click **Open**. The spreadsheet appears (see below). To
    save it, click **Save**. Or to cancel, click **Cancel**.

![](media/image60.png){width="6.497222222222222in"
height="5.473611111111111in"}

Figure 129. OM: Export -- Awards Letters Data Spreadsheet

4.  If you selected Award Letters, the *Awards Letters* screen appears.

![](media/image61.png){width="3.1347222222222224in"
height="1.8854166666666667in"}

Figure 130. OM: Export -- Award Letters Data Filter

5.  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.

6.  Click **OK**. The document appears.

![](media/image62.png){width="6.498611111111111in"
height="2.995833333333333in"}

Figure 131. OM: Export -- Generate Awards Letters

7.  This screen lists the awards report by state for the fiscal year. To
    generate letters for these awardees, click **Generate Letters.** The
    *Important* screen appears.

![](media/image63.png){width="6.495833333333334in"
height="3.857638888888889in"}

Figure 132. OM: Export -- Awards Letters Important

8.  Click on a hyperlink in the **Letters** column. The *File Download*
    screen appears.

![](media/image64.png){width="4.208333333333333in"
height="3.0104166666666665in"}

Figure 133. OM: Export -- Awards Letters File Download

9.  To view, click **Open**. The letter appears (see below). To save it,
    click **Save**. Or to cancel, click **Cancel**.

![](media/image65.png){width="6.545833333333333in"
height="3.046527777777778in"}

Figure 134. OM: Export -- Award Letters HUD Grant Notification Letter

You have now viewed and/or downloaded the Award Letters and data.

#### Applications Data

As an Office Manager, you can view and/or export the Applications Data.

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

2.  Click the **Applications Data** hyperlink. The *File Download*
    screen appears.

![](media/image51.png){width="4.208333333333333in"
height="3.0104166666666665in"}

Figure 135. OM: Export -- Applications Data Download

3.  To open the file, click **Open**. The file appears. To save, click
    **Save**. Or to cancel**,** click **Cancel**.

![](media/image66.png){width="6.5in" height="2.6729166666666666in"}

Figure 136. OM: Export -- Applications Data Download

You have now viewed the Procurement Accounting Spreadsheet.

#### IRS Delinquent Data

As an Office Manager, you can view and/or export the IRS Delinquent
Data.

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

2.  Click the **IRS Delinquent Data** hyperlink (or any other report
    hyperlink listed). The *Delinquent Federal Debt Agency List for FY
    2006* screen appears.

![](media/image67.png){width="5.415972222222222in" height="1.4375in"}

Figure 137. OM: Export -- Delinquent Federal Debt Agency List for FY
2006

3.  Select to search on either **Agencies that Indicate YES** or
    **Agencies that Indicate NO.** Click **OK**. The *File Download*
    screen appears.

![](media/image68.png){width="4.197916666666667in"
height="3.0208333333333335in"}

Figure 138. OM: Export -- Delinquent Federal Debt Agency List File
Download

4.  To open the list, click **Open**; the file opens up. To save it
    click **Save**, or to cancel, click **Cancel.**

![](media/image69.png){width="6.491666666666666in"
height="2.6645833333333333in"}

Figure 139. OM: Export -- IRS Delinquent Data

**Note:**

If you search and there are no results, the following screen appears:

![](media/image70.png){width="2.71875in" height="0.8645833333333334in"}

Figure 140. OM: Export -- IRS Delinquent Data -- No Results

You have now viewed the Procurement Accounting Spreadsheet.

#### Congressional Report Data

As an Office Manager, you can view and/or export the Congressional
Report Data.

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

2.  Click the **Congressional Report Data** hyperlink (or any other
    report hyperlink listed). The *File Download* screen appears.

![](media/image51.png){width="4.208333333333333in"
height="3.0104166666666665in"}

Figure 141. OM: Export Congressional Report Data Download

3.  To open the file, click **Open**. The file appears. To save, click
    **Save**. Or to cancel**,** click **Cancel**.

![](media/image71.png){width="6.491666666666666in" height="1.21875in"}

Figure 142. OM: Export -- Congressional Report Data

You have now viewed the Congressional Report Data.

#### Funding Aggregate Report

As an Office Manager, you can view and/or export the Funding Aggregate
Report.

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

2.  Click the **Funding Aggregate Report** hyperlink (or any other
    report hyperlink listed). The *File Download* screen appears.

![](media/image72.png){width="4.21875in" height="2.9791666666666665in"}

Figure 143. OM: Export -- Funding Aggregate Report File Download

3.  To open the file, click **Open**; the spreadsheet opens. To save
    click **Save**, or to cancel click **Cancel**.

![](media/image73.png){width="6.491666666666666in"
height="4.442361111111111in"}

Figure 144. OM: Export -- Funding Aggregate Report

You have now viewed the Funding Aggregate Report.

#### Public Affairs Report

As an Office Manager, you can view the Public Affairs Report.

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

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

![](media/image74.png){width="3.707638888888889in" height="1.75in"}

Figure 145. OM: Export -- Public Affairs Report for FY 200X

3.  You can search on either **State & Local Housing Counseling
    Grantees** or **National & Regional Housing Counseling Grantees.**
    Select one option and click **OK**. The *File Download* screen
    appears.

![](media/image75.png){width="4.229166666666667in" height="3.0in"}

Figure 146. OM: Export -- File Download

4.  To open the file, click **Open**. The report opens. To save, click
    **Save**. Or to cancel, click **Cancel**.

![](media/image76.png){width="6.495138888888889in"
height="3.717361111111111in"}

Figure 147. OM: Export -- Public Affairs Report

You have now viewed a public affairs report.

#### Agency Award/No Award Letters Data

As an Office Manager, you can view and/or export the Agency Award/No
Award Letters Data.

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

2.  Click the **Agency Award/No Award Letters Data** hyperlink (or any
    other report hyperlink listed). The *Public Affairs Report for FY
    200X* screen appears.

![](media/image77.png){width="5.540972222222222in" height="1.71875in"}

Figure 148. OM: Export -- Agency Award/No Award Letters Data for FY 200X

3.  Select what type of data to search for; click either **Agency Award
    Letters Data, Agency No Award Letters Data,** or **Both.**

4.  Click **OK.** The results appear.

![](media/image78.png){width="4.229166666666667in"
height="3.0416666666666665in"}

Figure 149. OM: Export -- Agency Award/No Award Letters Data for FY 200X
File Download

5.  To open the document, click **Open**. To save it, click **Save** or
    to cancel, click **Cancel**.

![](media/image79.png){width="6.497222222222222in"
height="4.521527777777778in"}

Figure 150. OM: Export -- Agency Award/No Award Letters Data

You have now viewed and/or exported the Agency Award/No Award Data.

#### Draw Down Processing

As an Office Manager, you can view and/or export the Draw Down
Processing.

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

2.  Click the **Draw Down Processing** hyperlink (or any other report
    hyperlink listed). The *Draw Down Reporting HUD Summary* screen
    appears.

![](media/image80.png){width="6.499305555555556in"
height="3.759027777777778in"}

Figure 151. OM: Draw Down Reporting HUD Summary

3.  To export this data, click **Export.** The *File Download* screen
    appears.

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

![](media/image81.png){width="4.208333333333333in" height="2.8125in"}

Figure 152. OM: Export Draw Down Report Processing -- File Download

4.  To open the document, click **Open**. The Draw Down Reporting Excel
    file appears (see below). To save it click **Save.** Or to cancel
    click **Cancel**.

![](media/image82.png){width="6.495833333333334in"
height="3.6319444444444446in"}

Figure 153. OM: Export -- Draw Down Reporting Export example

5.  Complete your search criteria and click **Search.** If no results
    are found, the follow screen appears.

![](media/image83.png){width="6.499305555555556in"
height="4.636111111111111in"}

Figure 154. OM: Export -- Draw Down Reporting Agency Search Results (No
results)

6.  If the system does find results matching your criteria, the
    following screen appears.

![](media/image84.png){width="6.490972222222222in"
height="5.579166666666667in"}

Figure 155. OM: Export -- Draw Down Report Processing -- Agency Search
Results (with results)

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

![](media/image85.png){width="6.492361111111111in" height="4.4875in"}

Figure 156. OM: Export -- Draw Down Reporting Agency Summary

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

![](media/image86.png){width="6.497916666666667in"
height="2.1416666666666666in"}

Figure 157. OM: Export -- Draw Down Reporting

9.  Complete each field and click **Save** to save the request or click
    **Cancel** to cancel it. You will return to the *Draw Down
    Reporting* screen.

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

![](media/image87.png){width="6.497916666666667in"
height="1.707638888888889in"}

Figure 158. OM: Draw Down Reporting LOCCS Disbursements Update

11. Edit the current LOCCS disbursement amount in the **Current LOCCS
    Disbursement Account** field.

12. Click **Save** to save or **Cancel** to cancel. You will return to
    the *Draw Down Reporting Agency Summary* screen.

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

![](media/image88.png){width="6.497916666666667in"
height="1.7215277777777778in"}

Figure 159. OM: Export -- Draw Down Reporting Grant Application
Selection

14. Click **the Edit** hyperlink next to the **Grant Type** you whish to
    edit. The *Sub-Agency Grant Allocation* screen appears.

![](media/image89.png){width="6.499305555555556in"
height="5.263888888888889in"}

Figure 160. OM: Export -- Draw Down Reporting, Sub-Agency Grant
Allocation

5.  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.

**Note:** 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.\
\
Allocation of funds must have a balance = zero (\$0). The balance value
is at the bottom of page. If the balance is not = \$0, any funding
changes made will not be saved in order for you to correctly make the
appropriate allocations. New voucher request

You have now viewed and/or exported the Draw Down Reporting data.

##  HUD-9902 Processing

As an Office 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.

### 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 the **HUD-9902 Processing**
    hyperlink**.** The *9902 Data Reporting Status Inquiry* page
    appears.

![](media/image90.png){width="6.495833333333334in"
height="2.0520833333333335in"}

Figure 161. OM: HUD-9902 - 9902 Data Reporting Status Inquiry

2.  In the drop-down boxes, 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/image91.png){width="6.497916666666667in"
height="6.395138888888889in"} ![](media/image92.png){width="6.48125in"
height="1.5625in"}

Figure 162. OM: HUD-9902- 9902 Data Reporting Status Inquiry for FY 200X

3.  Complete all of the fields you want to search on or just leave the
    fields blank to retrieve all submitted HUD-9902 forms.

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

![](media/image93.png){width="6.498611111111111in"
height="6.410416666666666in"}

Figure 163. OM: HUD-9902 - 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/image94.png){width="6.49375in" height="2.7756944444444445in"}

Figure 164. OM: HUD-9902 -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
    are returned to the *9902 Inquiry Search Results List* screen

![](media/image93.png){width="6.498611111111111in"
height="6.410416666666666in"}

Figure 165. OM: HUD-9902 - 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/image95.png){width="6.495138888888889in"
height="2.517361111111111in"}

Figure 166.A OM: HUD0-9902 - 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.

```{=html}
<!-- -->
```
a.  To update the invalid email address, click on the invalid email
    address text under Agency Email.

![](media/image96.png){width="6.456944444444445in"
height="2.4166666666666665in"}

Figure 166.B. OM: 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/image97.png){width="6.334722222222222in"
height="2.384027777777778in"}

Figure 166.C. OM: 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/image98.png){width="6.495833333333334in"
height="6.839583333333334in"}
![](media/image99.png){width="6.483333333333333in"
height="7.4430555555555555in"}
![](media/image100.png){width="6.518055555555556in"
height="5.865972222222222in"}
![](media/image101.png){width="6.344444444444444in"
height="4.461805555555555in"}

Figure 167. OM: 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 page Section 4.1.1 for a sample and
    instructions on the fields). Review the form and then click
    **Submit**.

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.

### Analysis Reports Inquiry

As an Office Manager, you can perform an analysis reports inquiry. The
Analysis Reports Inquiry is used to organize and/or retrieve 9902
information. It is exported into Excel in order to manipulate the data
for other reports. The Analysis Reports Inquiry provides four types of
analyses, By Agency, Cumulative Totals, Percentage within Total Groups,
and HUD Grants as a Percentage of All Activities.

-   The By Agency analysis type provides only a spreadsheet of all HUD
    9902 Form data by agency for all agencies that meet the criteria
    specified.

-   The Cumulative Totals analysis type provides an aggregation of HUD
    9902 Form data for all agencies that meet the criteria specified.

-   The Percentage within Total Groups analysis type provides an
    aggregation of HUD 9902 Form data for all agencies that meet the
    criteria specified, but shows the percentages of each section
    element compared to the total of a section.

-   The HUD Grants as a Percentage of All Activities analysis type
    provides an aggregation of HUD 9902 Form data for all agencies that
    meet the criteria specified, but shows the HUD Funded Activities
    values as a percentage of All Counseling Activities.

The Office Manager has the option to view a single Agency's HUD 9902
Form or a consolidated HUD 9902 Form for a parent agency through the use
of the Agency ID, Fiscal Year, and Reporting Period input boxes.

NOTE: Specifying the Home Ownership Center limits all agencies to those
assigned to the selected Home Ownership Center. This impacts agencies
that are sub-agencies of Intermediaries and Multi-State Organizations.
Specifying the Home Ownership Center lists sub-agencies of
Intermediaries and Multi-State Organizations assigned to the selected
Home Ownership Center regardless of where the sub-agencies are located
geographically. Not specifying a Home Ownership Center and any other
criteria lists all agencies including sub-agencies of Intermediaries and
Multi-State Organizations if they meet the criteria specified.

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

![](media/image102.png){width="6.499305555555556in"
height="6.802083333333333in"}

Figure 168. OM: 9902 Data Analysis Reports Inquiry

2.  Complete all appropriate search fields. Click **Submit Inquiry** and
    the *Cumulative Totals* screen appears.

![](media/image103.png){width="6.495138888888889in"
height="6.897222222222222in"}![](media/image104.png){width="6.495138888888889in"
height="8.034722222222221in"}![](media/image105.png){width="6.495138888888889in"
height="6.8284722222222225in"}![](media/image106.png){width="6.495138888888889in"
height="3.482638888888889in"}

Figure 169. OM: Cumulative Totals

3.  Review the information and click the browser's **Back** button to
    return to the main screen..

4.  If you want to export the 9902 Data Analysis, click **Export**. The
    *File Download* dialog box appears.

![](media/image107.png){width="4.208333333333333in"
height="3.0104166666666665in"}

Figure 170. OM: File Download

5.  To save, click **Save** and select a location to save the file. To
    view, click **Open** to view the Cumulative Totals results.

![](media/image108.png){width="6.49375in" height="1.18125in"}

Figure 171. OM: Cumulative Totals

You have now performed an analysis reports inquiry.

##  Agency Information

As an Office Manager, 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* screen appears.

![](media/image109.png){width="6.259722222222222in"
height="2.1458333333333335in"}

Figure 172. OM: 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/image110.png){width="6.491666666666666in"
height="6.026388888888889in"}
![](media/image111.png){width="6.607638888888889in"
height="6.845833333333333in"}

Figure 173. OM: 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/image112.png){width="6.495833333333334in"
height="7.284722222222222in"}

Figure 174.A OM: 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/image113.png){width="6.177083333333333in"
height="3.138888888888889in"}

Figure 174.B. OM: 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}
<!-- -->
```
d.  To edit or enter a valid email address for the agency, click on the
    email text in the Invalid Email Address column.

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

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

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

![](media/image114.png){width="6.3in" height="2.526388888888889in"}

Figure 174.C. OM: 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/image115.png){width="4.208333333333333in"
height="3.0104166666666665in"}

Figure 174.D. OM: 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/image98.png){width="6.495833333333334in"
height="6.839583333333334in"}
![](media/image99.png){width="6.483333333333333in"
height="7.4430555555555555in"}
![](media/image100.png){width="6.518055555555556in"
height="5.865972222222222in"}
![](media/image101.png){width="6.344444444444444in"
height="4.461805555555555in"}

Figure 175. OM: 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/image116.png){width="6.597222222222222in"
height="1.6729166666666666in"}

Figure 176.A. 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
    shows the comment entry box that appears.

![](media/image117.png){width="5.267361111111111in"
height="5.009027777777778in"}

Figure 176.B. OM: 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/image109.png){width="6.259722222222222in"
height="2.1458333333333335in"}

Figure 177. OM: 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/image110.png){width="6.491666666666666in"
height="6.026388888888889in"}
![](media/image111.png){width="6.607638888888889in"
height="6.845833333333333in"}

Figure 178 OM: Agency Search for FY 200X

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

![](media/image118.png){width="6.497916666666667in"
height="5.311111111111111in"}
![](media/image119.png){width="6.495833333333334in"
height="5.7444444444444445in"} ![](media/image120.png){width="6.49375in"
height="5.4534722222222225in"}
![](media/image121.png){width="6.495833333333334in"
height="5.540277777777778in"}

Figure 179. OM: Add New Agency Profile

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

NOTE: All new agencies are created with a default status of Conditional
for 30 days.

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/image122.png){width="6.089583333333334in"
height="3.6638888888888888in"}

Figure 180.A OM: Update Agency Status -- Bulk Approve

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

![](media/image123.png){width="5.319444444444445in"
height="3.029166666666667in"}

Figure 180.B. OM: 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/image124.png){width="4.339583333333334in" height="4.24375in"}

Figure 180.C. OM: 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. Renew is only applicable
        if the status has not changed but the As Of and Up To dates have
        changed. If Status has changed, the Renew checkbox is ignored.

    -   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.

##  User Information

As an Office Manager, you can add a new user or view and edit HCS user
information for a variety of HUD offices.

1.  From the left navigation menu, click the **User Information**
    hyperlink. The *Manager List* page appears.

![](media/image125.png){width="5.718055555555556in"
height="6.895138888888889in"}

Figure 181. OM: Manager List

2.  To add a user, click **Add New User**. The *Add a New User* screen
    appears.

![](media/image126.png){width="6.498611111111111in"
height="5.003472222222222in"}

Figure 182. OM: Add a New User

3.  Complete all of the fields:

    a.  Enter a user ID in the **User ID** field.

    b.  Enter a first, middle initial and last name, in the **First
        Name**, **Mid Init**, and **Last Name** fields.

    c.  Enter a password in the **Password** field.

    d.  Select a HUD office from the **HUD Office** drop-down field.

    e.  Enter your email address in the **Email Address** field.

    f.  Select an access level from the **Access Level** field.

    g.  Select the data for the user to access from the **Access Data**
        field. This field defines whether a user can access data from
        all offices or from a particular office.

```{=html}
<!-- -->
```
4.  When you are finished, click **OK** to save or **Cancel** to cancel;
    the *Manager List* screen appears.

5.  To view an existing user, click the **User ID** hyperlink in the
    **User ID** column. The *User Profile* screen appears.

![](media/image127.png){width="6.495138888888889in"
height="4.913194444444445in"}

Figure 183 OM: User Profile

[]{.mark}

6.  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.

7.  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/image128.png){width="6.497222222222222in" height="4.9125in"}

Figure 184. OM: User List -- All Offices

[]{.mark}

8.  To review or edit a user's information, click the **User ID**
    hyperlink to access the user's profile.

9.  To de-activate a user's account click the
    ![](media/image129.png){width="0.21875in" height="0.21875in"}
    button/icon. A warning message appears.

[]{.mark}

![](media/image130.png){width="2.9583333333333335in"
height="1.3020833333333333in"}

Figure 185. OM: Confirmation of Delete Option.

[]{.mark}

10. If you are sure that you want to delete this user, click **OK**. To
    cancel, click **Cancel**.

11. To re-activate a user's account, select **Show Inactive Users.**
    This lists all inactive users. Inactive Users are those who have
    been "Deleted" from the system.

12. Click the **Re-Activate** button in the **Authorize** column to
    enable and authorize the user for the current fiscal year.

13. Some users are still active and authorized in the system, but not
    for the current fiscal year. Select **Show Unconfirmed Users** to
    list users who need to be re-authorized for the current fiscal year.

14. Click the **Re-Auth** button in the **Authorize** column to
    authorize the user for the current fiscal year.

You have now finished managing user profiles.

##  Management Functions

**Note:** The Management Functions are restricted to Headquarters users
only.

As an Office Manager user, you can perform a variety of system
management functions. You can:

-   Export data functions

-   CARS submission verifications

-   Change office defaults

When you log on to the HCS system as an Office Manager, click the
**Management Functions** hyperlink in the left navigation menu, the
*Management Functions* menu screen appears.

![](media/image131.png){width="4.843055555555556in"
height="3.895138888888889in"}

Figure 186.A OM: Management Functions -- Main

### Export Data Functions

Part of the management functions you have, include the ability to export
data functions. This export data functions tool is used to export agency
profile information as a feed into external systems.

NOTE: Only Office Managers assigned to the HQ Office are permitted to
perform Export Data Functions. Office Managers of the other regional HUD
Offices only see the last time Agency Data was exported.

[]{.mark}

From the Management Functions menu screen, click the **Export Data
Functions** hyperlink. The Management Functions -- Export Data Function
Screen Non-HQ HUD Office Managers screen is displayed if you are not an
Office Manager assigned to HQ HUD Office. The Management Functions --
Export Data Function Screen HQ HUD Office Managers screen is displayed
if you are an Office Manager assigned to HQ HUD Office.

![](media/image132.png){width="6.249305555555556in"
height="1.1979166666666667in"}

Figure 186.B. OM: Management Functions -- Export Data Function Screen
Non-HQ HUD Office Managers

![](media/image133.png){width="6.597222222222222in"
height="2.8979166666666667in"}

Figure 186.C. OM: Management Functions -- Export Data Function Screen HQ
Office Managers

[]{.mark}

[]{.mark}

#### Manage IVR Export

1.  Click **Manage IVR** text hyperlink from *Export Data Functions*
    page, the *Manage IVR Export* menu screen appears.

![](media/image134.png){width="4.767361111111111in"
height="1.6402777777777777in"}

**Figure 187. OM: Export Data Functions -- Manage IVR Export**

2.  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/image135.png){width="4.846527777777778in"
height="1.9534722222222223in"}

**Figure 187.A 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/image136.png){width="6.176388888888889in"
height="1.0611111111111111in"}

(data abbreviated)

**Figure 188. OM: Export Data Functions -- Manage IVR Export --
Insufficient Data**

3.  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

-   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/image137.png){width="6.176388888888889in"
height="0.7444444444444445in"}

(data abbreviated)

**Figure 189. OM: 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/image138.png){width="6.490277777777778in"
height="0.2326388888888889in"}

**Figure 190. OM: 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/image139.png){width="5.3590277777777775in"
height="2.566666666666667in"}

**Figure 191.A OM: 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/image140.png){width="5.0993055555555555in"
height="2.0208333333333335in"}

**Figure 191.B. OM: 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.

3.  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/image141.png){width="6.213888888888889in"
height="1.0645833333333334in"}

(data abbreviated)

**Figure 192.A. OM: Export Data Functions -- Manage Web List Export --
Insufficient Data, Part 1**

![](media/image142.png){width="5.149305555555555in"
height="1.7486111111111111in"}

(data abbreviated)

**Figure 192.B. OM: 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

4.  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/image143.png){width="4.361805555555556in"
> height="0.89375in"}
>
> (data abbreviated)

**Figure 193.A. OM: Export Data Functions -- Manage Web List Export,
Part 1**

> ![](media/image144.png){width="4.004861111111111in"
> height="0.88125in"}
>
> (data abbreviated)

**Figure 193.B. OM: Export Data Functions -- Manage Web List Export,
Part 2**

5.  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/image145.png){width="5.5625in"
> height="0.23055555555555557in"}
>
> (data abbreviated)
>
> **Figure 194. OM: Export Data Functions -- Manage Web List Export --
> View Data File**

6.  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/image146.png){width="5.597222222222222in"
height="1.2569444444444444in"}

> **Figure 195. PM: Export Data Functions -- Manage Web List Export --
> View Reference File**

7.  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/image147.png){width="5.682638888888889in"
height="5.340277777777778in"}

**Figure 196. OM: 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/image148.png){width="4.15in" height="1.8701388888888888in"}

**Figure 197. OM: 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/image149.png){width="4.108333333333333in"
height="2.0319444444444446in"}

**Figure 198. OM: Export Data Functions -- Manage Web List Export -- Add
Criteria to Web List URL**

-   Following are the options available in Filter Item dropdown list.

> ![](media/image150.png){width="2.0833333333333335in"
> height="0.9375in"}
>
> **Figure 199. OM: 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/image151.png){width="4.106944444444444in"
height="1.9652777777777777in"}

**Figure 200. OM: 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.

### CARS Submission Verification

Another option that you have as an Office Manager is to perform a CARS
Submission Verification.

1.  From the Management Functions menu screen, click the **CARS
    Submission Verification Screens** hyperlink. The *View Cars
    Submission Verification Screens* page appears.

![](media/image152.png){width="6.490277777777778in" height="0.7875in"}

Figure 201. OM: Management -- View CARS Submission Verification Screens
Menu

-   Click the **CARS Submission Verification** hyperlink. The *CARS
    Submission Verification* screen appears.

![](media/image153.png){width="6.489583333333333in"
height="2.0208333333333335in"}

Figure 202. OM: Management -- CARS Submission Verification

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

-   Complete the other fields as necessary.

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

![](media/image154.png){width="6.489583333333333in"
height="2.3631944444444444in"}

Figure 203. OM: Management -- CARS Submission Verification Results

You have now finished using the CARS Submission Verification feature.

### Change Office Defaults

Another option that you have as an Office Manager is to change the HUD
office system defaults.

1.  From the Management Functions menu screen, click the **Change Office
    Defaults** hyperlink. The *Change Office Defaults* page appears.

![](media/image155.png){width="6.496527777777778in"
height="1.507638888888889in"}

Figure 204. OM: Change Office Defaults

[]{.mark}

-   Click on the **Office Name** that you wish to change. The *Default
    Office Information* screen appears.

![](media/image156.png){width="6.259722222222222in"
height="7.363888888888889in"}![](media/image157.png){width="6.249305555555556in"
height="4.822222222222222in"}![](media/image158.png){width="6.249305555555556in"
height="5.634722222222222in"}

Figure 204. OM: Default Office Information

-   Fill out all of the fields in the form. Then click **OK** to save or
    **Cancel** to cancel.

**Note:** If you do not assign a state or territory to an HOC, the
following message appears:

![](media/image159.png){width="3.65625in" height="1.8125in"}

Figure 206. OM: Information Message.

You have now e