# Presentation: 614702

## IMS/PIC Presentation

**Matt Steen – IMS/PIC Operations Manager**

## IMS/PIC Activities

**Why is IMS/PIC Important?**
**Improved functionality and accuracy**
**Moving PIH systems to shared data**
**IMS/PIC is sole source for inventory data**
**Data cleanup projects**
**Adjust for program changes**
**User friendliness**

## IMS/PIC Activities

**Today we will look at:**
**What’s New in the May 2008 Release**
**Form 50058 and MTW Issues**
**Tenant ID Management (“TIDM”)**
**“****Automated” Portability**
**Monthly Reports**

## IMS/PIC Activities

**Today we will also look at:**
**Asset Management and IMS/PIC**
**Building & Unit Data Cleanup Project**

## What’s New with the May 2008 Release
Automating Section 8 transfers for mergers
Improved utility on TIDM reports
Automatic email notifications to HUD
Modifications to 50058 fatal error and warning codes to improve usefulness
Improvements to Demo/Dispo functions
Preparation work on improved 50058 processing

**Automating Section 8 transfers for mergers**
**Improved utility on TIDM reports**
**Automatic email notifications to HUD**
**Modifications to 50058 fatal error and warning codes to improve usefulness**
**Improvements to Demo/Dispo functions**
**Preparation work on improved 50058 processing**

**IMS/PIC Activities**

## Automating Section 8 transfers for mergers/consolidations
Section 8 program mergers/consolidations are on the rise
Approval needed by HUD hub office and HUD HQ
After approval, HAs can currently do their own Section 8 transfers by submitting Port-In actions at the “receiving” HA

**Section 8 program mergers/consolidations are on the rise**
**Approval needed by HUD hub office and HUD HQ**
**After approval, HAs can currently do their own Section 8 transfers by submitting Port-In actions at the “receiving” HA**

**IMS/PIC Activities**

## Automating Section 8 transfers for mergers/consolidations (cont.)
Automatic Port-Out will be created the next month for the “losing” agency.
Benefits to this method
With the May release IMS/PIC Super Users will be able perform block tenant transfers (these are not Port-Outs/Port-Ins)

**Automatic Port-Out will be created the next month for the “losing” agency.**
**Benefits to this method**
**With the May release IMS/PIC Super Users will be able perform block tenant transfers (these are not Port-Outs/Port-Ins)**

**IMS/PIC Activities**

## Improved utility on TIDM reports
Adding program type column to Possible Duplicate Tenant report
Adding HA Contact information (Executive Director name and phone number) to the Possible Duplicate Tenant report to facilitate corrections

**Adding program type column to Possible Duplicate Tenant report**
**Adding HA Contact information (Executive Director name and phone number) to the Possible Duplicate Tenant report to facilitate corrections**

**IMS/PIC Activities**

## Improved utility on TIDM reports
Creating a “grace period” after a tenant family fails SSA validation to allow for corrections/revalidation
SSA has 3-month time lag for updates to the national database 
PIH validates SSNs monthly until they are validated 
Potential 31⁄2-month delay in validations 
System will give 4-month grace period before “flagging” household   

**Creating a “grace period” after a tenant family fails SSA validation to allow for corrections/revalidation**
- SSA has 3-month time lag for updates to the national database
- PIH validates SSNs monthly until they are validated
- Potential 31⁄2-month delay in validations
- System will give 4-month grace period before “flagging” household

**IMS/PIC Activities**

## Automatic email notifications to HUD
Daily email notifications to HUD field office staff when certain actions entered
SEMAP Appeal submitted
Building & Unit data submitted
Demo-Dispo application submitted
Demo-Dipso actual removals submitted
Should help to speed up HUD’s responsiveness to HA submissions 

**Daily email notifications to HUD field office staff when certain actions entered**
- SEMAP Appeal submitted
- Building & Unit data submitted
- Demo-Dispo application submitted
- Demo-Dipso actual removals submitted
**Should help to speed up HUD’s responsiveness to HA submissions**

**IMS/PIC Activities**

## Modifications to 50058 fatal error and warning codes to improve usefulness
Rewording messages into plain English, with tips on correction
Providing a description of the field in error in addition to field number 
Fall 2008 IMS/PIC Release will reduce the number of fatal errors by 20%

**Rewording messages into plain English, with tips on correction**
**Providing a description of the field in error in addition to field number **
**Fall 2008 IMS/PIC Release will reduce the number of fatal errors by 20%**

**IMS/PIC Activities**

## Improvements to Demo/Dispo functions
Ability for HUD Super Users to delete terminated projects
Increased functionality for non dwelling and land-only dispositions
Allow changes to HQ approved Demo/Dispo applications under certain cases

**Ability for HUD Super Users to delete terminated projects**
**Increased functionality for non dwelling and land-only dispositions**
**Allow changes to HQ approved Demo/Dispo applications under certain cases**

**IMS/PIC Activities**

## Preparation work on improved 50058 processing
Moving from processing 50058s on old JRun servers to J2EE servers
Increased efficiency – more records processed per minute
Changes will be transparent to end users

**Moving from processing 50058s on old JRun servers to J2EE servers**
**Increased efficiency – more records processed per minute**
**Changes will be transparent to end users**

**IMS/PIC Activities**

## IMS/PIC Activities

**Form 50058 & MTW**
**Unmasked tenant data now available!**
**Housing Agency determines who gets access to unmasked for its agency**
**Changes made to user profile to grant special privilege**
**HA PIC Security Coordinator makes the changes**

## IMS/PIC Activities

## IMS/PIC Activities

**Form 50058 & MTW**
**Increasing connections between regular 50058s and MTW 50058s **(overlapping dates/Auto EOPs to come)
**HA Query report moved to Ad Hoc module – now checks both types of HoH**
**Ad Hoc reports for both regular and MTW 50058s**

## IMS/PIC Activities

**IMS/PIC Activities**

## IMS/PIC Activities

**Tenant ID Management**
**Validating ID is the keystone **
**Tests to validate & identify ID problems**
**Reports to display ID problems**
**Tools to correct ID problems**
**Options to correct problems **

## Why bother with identities?
Required by OIG PIC Data Quality Audit, 2004
Validate all household member identities
Prevent fraud and waste of scarce housing assistance resources
It’s the right thing to do

**Required by OIG PIC Data Quality Audit, 2004**
**Validate all household member identities**
**Prevent fraud and waste of scarce housing assistance resources**
**It’s the right thing to do**

**IMS/PIC Activities**

## Elements of Tenant ID Mgt
Require valid SSN/AID
Test SSN/AID on receipt
Test SSN validity at SSA monthly
Same Name and DOB = possible duplicates

**Require valid SSN/AID**
**Test SSN/AID on receipt**
**Test SSN validity at SSA monthly**
**Same Name and DOB = possible duplicates**

**IMS/PIC Activities**

## Elements of Tenant ID Mgt - continued
Accept initial submission of suspect ID 
Flag households with any kind of ID problems
Block further actions (except 6, 15) for  flagged household until suspect ID is validated or fixed (adding a grace period with May release)

**Accept **_**initial submission**_** of suspect ID **
**Flag households with any kind of ID problems**
**Block **_**further**_** actions (except 6, 15) for  flagged household until suspect ID is validated or fixed (adding a grace period with May release)**

**IMS/PIC Activities**

## Tenant ID Issues
Invalid Tenant SSN
Invalid AID
Invalid Last Name
Invalid Date of Birth
Invalid – Deceased
Duplicate IDs
Possible Duplicate Tenants

**Invalid Tenant SSN**
**Invalid AID**
**Invalid Last Name**
**Invalid Date of Birth**
**Invalid – Deceased**
**Duplicate IDs**
**Possible Duplicate Tenants**

**IMS/PIC Activities**

**Tenant ID Mgt Tools**
**Change SSN to new SSN**
**Change AID to SSN**
**Change AID to new AID**
**Change SSN to AID**
**Transfer old AID to your PHA**

**IMS/PIC Activities**

**Tenant ID Mgt Tools**
**Update AID personal information**
**Certify tenant as non-duplicate (removes “duplicate personal information” flag)**
**Replace suspect SSN with an AID only until ID problems are resolved**

**IMS/PIC Activities**

## 3 new Tenant ID Mgt Reports
Invalid Tenant ID Report
Possible Dup Tenant Report 
Household is “flagged” if a household member appears in either report
Tenant ID Modification Report – results of tenant ID modification requests

**Invalid Tenant ID Report**
**Possible Dup Tenant Report **
***Household is “flagged” if a household member appears in either report***
**Tenant ID Modification Report – results of tenant ID modification requests**

**IMS/PIC Activities**

## Invalid Tenant ID Report
Invalid SSN (not found at SSA*)
Invalid Last Name (different last name at SSA*)
Invalid DOB (different DOB at SSA*)
Invalid Deceased (SSN listed as deceased at SSA*)
Invalid AID (personal info does not match AID number assignment table)

**Invalid SSN (not found at SSA*)**
**Invalid Last Name (different last name at SSA*)**
**Invalid DOB (different DOB at SSA*)**
**Invalid Deceased (SSN listed as deceased at SSA*)**
**Invalid AID (personal info does not match AID number assignment table)**

**IMS/PIC Activities**

## IMS/PIC Activities

## Possible Duplicate Tenant Report 
Lists tenant personal data from both PHAs
Possible statuses in report:
“Duplicate Personal ID number” (must correct SSN or AID duplication)
“Duplicate Personal Information” (must certify same name and birth date as non-duplicate)
“Removed” (if flag removed by certification)

**Lists tenant personal data from both PHAs**
**Possible statuses in report:**
**“****Duplicate Personal ID number” (must correct SSN or AID duplication)**
**“****Duplicate Personal Information” (must certify same name and birth date as non-duplicate)**
**“****Removed” (if flag removed by certification)**

**IMS/PIC Activities**

## IMS/PIC Activities

## IMS/PIC Activities

## Tenant ID Modification Report 
Lists all tenant ID corrections and their status
Duplicate personal info cleared if successful
Duplicate AID number cleared if successful
Failures listed with reasons for failure

**Lists all tenant ID corrections and their status**
**Duplicate personal info cleared if successful**
**Duplicate AID number cleared if successful**
**Failures listed with reasons for failure**

**IMS/PIC Activities**

## IMS/PIC Activities

## IMS/PIC Activities

**Automated Portability for Section 8**
**PHA1 has voucher tenant: **_**T R Lee**_
**PHA2 ports in **_**T R Lee**_** on March 2008**
**PHA1 can port out **_**T R Lee**_** during March**
**IMS/PIC will generate an “automatic” port out on April 1 (if PHA1 doesn’t do it) retroactive to PHA2 port in date**

## IMS/PIC Activities

**Automated Portability for Section 8**
**“****Overlapping Dates” Report shows all pending auto Ports Out and auto EOPs**
**Port Out if Voucher to Voucher**
**All other program combinations become automatic EOPs on the first day of the next month**

## IMS/PIC Activities

## IMS/PIC Activities

## IMS/PIC Activities

## IMS/PIC Activities

**Rewrites of** **50058 ****monthly** **report business rules**
**Consistent definitions**
**Consistent data sources**
**Consistent time frames**
**Consistent labeling**

## IMS/PIC Activities

**50058 ****Monthly** **Reports - Continued**
**Delinquency Report**
**KMI Report**
**RCR Report**
**SEMAP Indicators Report**

## IMS/PIC Activities

**50058 ****Monthly** **Reports - Continued**
**Re-examination Report**
**HQS Inspection Report**
**Newly Leased Units Query**

## Reports Menu

**IMS/PIC Activities**

## IMS/PIC Activities

**Other New Reports****	**
**Portability Billing Report **
**PHAs billing your agency**
**PHAs your agency is billing**
**Overlapping Dates Report (EOPs & Ports)**
**Form 50058 Facsimile for a household**
**Global search for User Name or User ID in Security Administration**

## IMS/PIC Activities

## IMS/PIC Activities

**Asset Management**** **
**Development Number Reformulations**
**Replace old development no. with AMP**
**No changes to 50058 upload format**
**Change data, not coding**
**Convert all IMS/PIC development numbers in April 2008**

## IMS/PIC Activities

**Asset Management**** **
**Weighted average DOFAs by units **
**April 2008 begins 12 month transition period**
**Submit PH 50058s with **
_**all old**_** development numbers, or**
_**all new**_** development numbers**
**Old-New Development Number Crosswalk Report**

## IMS/PIC Activities

**Asset Management**** **
**Testing in PICTEST since November for PHAs and software vendors**
**Changes final after April 18, 2008**
**Potential duplicate building numbers in AMP groupings must be changed before conversion **
**If you don’t, we will apply a standard building number change algorithm**

## IMS/PIC Activities

**Physical Inspections – PASS inspectors use current IMS/PIC data **
**Cap Fund – formula uses IMS/PIC data for calculating CFP grants and RHF **
**Op Fund – Will begin using IMS/PIC occupancy data in 2008**
**Accuracy of the data is essential**

**IMS/PIC Activities**

## IMS/PIC Activities

**Building and Unit Data Clean-up**
**Short-term: “Superuser” Bldg & Unit Data Cleanup Team**
**98% “clean” by 12/31/2008**
**Data testing to ID new Bldg & Unit data discrepancies for follow-up**
**June 2007 kickoff**

## IMS/PIC Activities

**Building & Unit Data Clean-up**
**Long-term: IMS/PIC to capture and track data discrepancies from any source to closure**
**Superuser Team will continue data cleanup efforts**
**IMS/PIC will be adding capability to do consolidations (mergers) within IMS/PIC**

## Open Session

**To report problems and **
**request assistance**
**First, call your PIC Coach in the field office**
**If the problem is beyond the reach of your PIC Coach,**
**Email:**** ****reac_tac@hud.gov**** **
**or**
**Call 888-245-4860**
**Fax Number: (202) 485-0288**
**Where it will be sent to a specialist for action**

## Open Session

**Questions?**
**Parking Lot issues?**