**3.0 GETTING STARTED**

#  GETTING STARTED

## Logging On

HCS is accessed through the HUD Internet using Microsoft Internet
Explorer 6.0 or higher. To avoid errors, always open a fresh IE web page
when logging in. A login ID and password are required to access HCS. The
Login to HCS is available on the Single Family section of the HUD
Website under Housing Counseling. You can also type "HCS" in the search
bar on the [www.hud.gov](http://www.hud.gov/) webpage to get a hyperlink
to the [[HUD **HCS**
System]{.underline}](http://www.hud.gov/offices/hsg/sfh/hcc/hccprof17.cfm).
Enter your unique User Name and password and then click the **\<OK\>**
button or press **\<ENTER\>**.

![](media/image1.png){width="3.395138888888889in"
height="2.9993055555555554in"}

Figure 1. AU: HCS Login screen.

Depending on your access level, you will see different options in the
left menu screen. Only options you have been authorized to access will
be presented.

If you have difficulty logging on to the system, it is mostly due to a
problem with resetting the password. To ensure proper accessing
procedures, check the following steps:

Open a new Microsoft Internet Explorer Browser

Do not bookmark the login in screen. You can bookmark the page with the
login link.

Do not use the back arrow to re-initiate the login screen

If you still cannot log in successfully in HCS the most likely problem
involves the password.

-   Agency users should contact their assigned HUD representative for
    assistance.

-   HUD users should contact their HCS manager for assistance.

## System Menu

The main System Menu for HCS consists of the functions listed below. A
user's access to any of these particular functions is determined by
their user level. Not all users will have access to all functions.

-   Return to HCS Home Page -- will return you to the main HCS Home Page

-   Logoff -- Logs you off the system and takes you to the
    [www.hud.gov](http://www.hud.gov/) web page

-   Grant Processing -- takes you to the Grants Application Process as
    well as Reports, Maintenance, and Exports. NOTE - Sub-allocation and
    Grant draw down tools are linked here.

-   HUD-9902 Processing -- takes you to 9902 Reporting Options, Data
    Reporting Status Inquiry, and Analysis Reporting Inquiry

-   Agency Information -- opens up the Agency Search Function

-   User Information -- Provides user information

-   Management Functions -- takes you to the management functions
    including [Export Data,
    Functions](http://10.1.1.106/integration/cfm/export_menu.cfm),
    [Change System
    Parameters](http://10.1.1.106/integration/cfm/system_params.cfm),
    [Archive F11 System
    Data](http://10.1.1.106/integration/cfm/archive.cfm), [CARS
    Submission Verification
    Screens](http://10.1.1.106/integration/cfm/cars.cfm), and [Change
    Office Defaults](http://10.1.1.106/integration/cfm/hcgm100.cfm)

-   FAQ - Frequently Asked Questions

-   

> ![](media/image2.png){width="2.0520833333333335in"
> height="3.9472222222222224in"}

Figure 2. AU: HCS Home Page - Menu screen.

## Changing User ID and Password

All Users can change their password to personalize their login. Users
unable to login due to forgotten password must contact their HUD manager
to reset their password. The reset will default the password to a
pre-set generic password. In order to maintain security users should not
keep the default password but change it to a personal code.

The following HUD manager can reset passwords:

[USER]{.underline} [HUD MANAGER]{.underline}

Agency GTR, Office Manager, Program Manager

Reviewer Office Manager, Program Manager

GTR/User Office Manager, Program Manager

Office Manager Program Manager

Officer and Program Managers are the only authorized users to set user
rights for their personnel.

To reset the password, simply click the 'Refresh Password' button. After
you are logged into the system, you can click the change password link
at any time, to change your HCS password.

![](media/image3.png){width="6.495833333333334in"
height="4.867361111111111in"}

Figure 3. AU: HCS Home Page - Agency User screen.

The system will load the change password screen.

![](media/image4.png){width="4.895138888888889in"
height="2.0833333333333335in"}

Figure 4. AU: HCS Home Page -- Change Password screen.

-   **Old Password:** Your existing password (i.e. the password that has
    expired or the default password that your Administrator assigned to
    you).

-   **New Password:** A new password of your choice. Your password must
    be between 6 and 8 characters. Please ensure your password abides by
    the following rules: It must have at least one special character (@,
    #, \$, or %), and at least one lowercase letter; capital letter; and
    number. After you enter the system password, you will be prompted to
    change it to a unique password every 21 days. If you do not use the
    system after 90 days, your login will become inactive, and the
    Administrator will need to reset your login and password.

-   **Retype New Password:** Your new password of 6 to 8 characters; it
    must be the same password that you entered into the **New Password**
    field.

## Exit System

To log out of the system click on the "Log Off" hyperlink located on the
left menu bar.

![](media/image5.png){width="2.03125in" height="2.15625in"}.

Figure 5. AU: HCS Home Page -- Exit Menu.

This will log you out of the system and take you to the
[www.hud.gov](http://www.hud.gov/) web page.

**4.0 USING THE SYSTEM (ONLINE)**

#  USING THE SYSTEM (ONLINE)

This chapter contains a detailed description of all HCS system
functions. The current HCS system design has four kinds of users. They
are: Agency Users, HUD Gars, HUD Office Managers, and HUD Program
Managers.

HCS provides HUD Housing Counseling Agency users the ability to:

-   Submit HUD-9902 forms

-   Submit Agency information

-   View Verification of Submissions

-   Validate agency information

-   View sub-agencies' information

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. The
GTR is responsible for entering HUD control data in their assigned
agency's profiles. 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:

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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

    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 some HCS User Information

-   Perform some Management Functions

The HUD Program Manager's role has full access rights to the HCS System.

Within HCS, the HUD Program 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 all HCS User Information

-   Perform all Management Functions

The sections below provide detailed instructions on how each of the four
types of HCS users can perform