U.S. Department of Housing and Urban Development HUD DRGR Webinar Greatest Hits of DRGR July 26, 2011 Community Planning and Development
Moderators and Q and A Format Moderators Janine Cuneo, ICF Mark Mitchell, HUD Vincent Grady, ICF How to ask questions Change status in Live Meeting from green to purple Press *1 to ask a question through Premiere Conference Provide Name and Organization If question already answered, press *2 to remove from queue Change status back to green after question answered U.S. Department of Housing and Urban Development Community Planning and Development 2
Today s Agenda Activity Types Performance Measures Troubleshooting Questions and Answers U.S. Department of Housing and Urban Development Community Planning and Development 3
Activity Types U.S. Department of Housing and Urban Development Community Planning and Development 4
Activity Types: Overview Add/modify activities in the Action Plan module Activities should be broken out by: Responsible Organization Activity Type National Objective and Multifamily Building Complex(if applicable). All funds are drawn and all performance measures captured at the activity level. 5
Activity Types: Selecting an NSP Activity Type Common NSP Activity Types: Rehabilitation/reconstruction of residential structures Administration Construction of new housing Clearance and Demolition Land banking - Acquisition Land banking Disposition 6
Activity Type: Association with Performance Measures Activity Type selected on Page 1 of the Action Plan-Edit Activity screen directly ties to the Benefit type a grantee selects and to the proposed performance measures a grantee may choose from (both on Page 2 of the Action Plan- Edit Activity screen) 7
Activity Type: Area Benefit v Direct Benefit 8
Performance Measures U.S. Department of Housing and Urban Development Community Planning and Development 9
Release 7.0 Overview of Major New Functions Many of the performance measures were not listed when NSP1 and NSP2 grantees first started using DRGR. Since the 7.0 release in Fall of 2010, most grantees have needed to revisit the activity screens in the Action Plan to ensure the appropriate proposed beneficiaries and accomplishments are provided. DRGR FACT SHEET: Release 7.0 Overview of Major New Functions: http://www.hud.gov/offices/cpd/communitydevelopment/programs/dr si/pdf/drgr_7_functions.pdf 10
Area Benefit vs Direct Benefit Direct and area benefit options will mainly affect the type of beneficiary data that will be entered by grantees for their activities. For most NSP activities such as housing rehabilitation, construction of new housing, and homeownership subsidy, Direct Benefit will be selected. 11
Proposed vs Actual: Performance Measures Area Benefit Direct Benefit Census Screens (Households) Survey (Persons) FHEO Screens (Households and/or Persons) Enter Data only at AP Automatic Actuals in QPR equals Projected numbers Households: Owners/Renters Housing Units: Multifamily/ Single Family Enter Data only at QPR Projected #s equal TOTAL Households Enter Data at both the AP & QPR 12
Area Benefit Data/Census Select the Activity Type Area Benefit Step #1 for Area Benefit Determine Census or Survey Method Duplicate Activity Census Jurisdiction-Wide OR County Code/County Name (in order to choose smaller geographic area) Survey Method Total # Low Census Data is Optional Grantee # County Code/Coun ty Name Census Place(s) Total # Low/Mod Activity # Census Tract(s) Total Population All Block Groups Select Specific Block Groups 13
Area Benefit Data/Census Select the Activity Type Area Benefit Step #2 for Area Benefit Determine geographic location Census Survey Method Duplicate Activity Jurisdiction-Wide County Code/County Name (in order to choose smaller geographic area) Total # Low Census Data is Optional Grantee # County Code/Coun ty Name Census Place(s) Total # Low/Mod Activity # Census Tract(s) Total Population All Block Groups Select Specific Block Groups 14
Area Benefit Data/Census Select the Activity Type Area Benefit Step #3 for Area Benefit Input fields as needed. Census Survey Method Duplicate Activity Jurisdiction-Wide County Code/County Name (in order to choose smaller geographic area) Total # Low Census Data is Optional Grantee # County Code/Coun ty Name Census Place(s) Total # Low/Mod Activity # Census Tract(s) Total Population All Block Groups Select Specific Block Groups 15
Direct Benefit Select the Activity Type Direct Benefit Households Owner Renter Housing Units Single Family Multi-Family Fair Housing/Equal Opportunity Data Race Ethnicity Head of Household 16
Direct Benefit: Example Activity Type Rehabilitation/Reconstruction of residential structures Benefit Type Direct Beneficiaries --Owner vs. Renter --Single Family vs. Multi Family Accomplishments --Energy Efficient Features --Defining characteristics of a unit U.S. Department of Housing and Urban Development Community Planning and Development 17
Direct Benefit: Example U.S. Department of Housing and Urban Development Community Planning and Development 18
Proposed Accomplishments Activity Types determine proposed accomplishments. All grantees are encouraged to enter data in the fields, as applicable. NSP2 & NSP3 grantees are required to identify and report on certain green features. For these grantees, all housing construction is required to be, energy efficient and incorporate cost effective green improvements. 19
Direct Benefit: Middle Income Eligible households may be low income ( 50% of the area median income) moderate income (51%-80% of the area median income) middle income (81%-120% of the area median income). In DRGR, there is NO data field in which to enter middle income data; instead, it must be incorporated into the Proposed Total. Performance Measure Proposed Low Mod Total # of Renter 15 5 5 # of Households benefitting 15 5 5 20
Performance Measures Prior to Correction U.S. Department of Housing and Urban Development Community Planning and Development 21
Performance Measures: Required vs Optional Performance Measure NSP1 NSP2 NSP3 Beneficiary Data Households Benefitting Required Required Required Housing Units Required Required Required Income Levels Required Required Required Renter/Owner Required Required Required Single/Multi Family Required Required Required Race/Ethnicity Required Required Required Female-Headed Required Required Required Accomplishments Number of Properties Encouraged Encouraged Encouraged Green Measures Encouraged Required Required 22
Successfully Completed Performance Measures U.S. Department of Housing and Urban Development Community Planning and Development 23
Proposed Accomplishments: Direct Benefit Example (rehab/reconstruction of residential structures) 24
Prior Period Adjustments If there is already data in prior periods, DRGR will automatically check the cumulative totals for total households from the race/ethnicity data and compare it to the cumulative totals by income level. If these do not match, DRGR will display the error message below and a user must make prior-period corrections: Sum of the totals for Single Family units for all QPRs to-date must be equal to Housing Units Total For all QPRs to-date <Number> 25
Prior Period Adjustments Two methods to review data: DRGR Reports Module (PerfReport 1 and PerfReport 6) Cumulative Link
Show Progress: Activity Level Beneficiary Data
Prior Period Adjustments: Step-by-Step Analysis (per Activity) Step A: A grantee must enter the ACTUAL cumulative data (regardless of what DRGR shows). Step B: A grantee enters the cumulative data showing in the PRIOR QPR. Step C: The tool automatically calculates the IN QUARTER data to be entered in the QPR to bring key categories and subcategories into balance depending on what has already been entered.. Grantee Tool: DRGR Beneficiaries Census Area vs Direct Spreadsheet Mar 2011 (Excel) found at: www.comcon.org/programs/drgr.html
Step A. Identify and enter totals from grantee s own data tracking Step B. Identify data already in DRGR (Use last approved QPR for cumulative totals) HOUSEHOLDS Rent Own Total HOUSING UNITS Rent Own Total HOUSING UNITS Low Income 22 22 SF 139 Moderate Income 117 117 MF 0 TOTAL 139 139 TOTAL 139 19 19 SF 0 106 106 MF 125 125 TOTAL 125 HOUSEHOLDS Rent Own Total Total Hisp Total Hisp Total Hisp Rent Own Total Total Hisp Total Hisp Total Hisp White 112 40 112 40 Black/ African American 12 1 12 1 Asian 4 4 American Indian / Alaska Native Native Hawaiian/ Other Pacific Islander 1 1 Asian & White 1 1 American Indian / Alaska Native & White Native Hawaiian/ Other Pacific Islander & White Black/ African American & White 2 2 American Indian / Alaska Native & Black/African American Other Multi-racial 7 1 7 1 TOTAL 0 0 139 42 139 42 Female Headed Households 27 27 0 0
Step C. Automatically sums totals for grantee to enter into current APR (combines in-quarter data and prior period corrections) HOUSEHOLDS Rent Own Total HOUSING UNITS Low Income 0 3 3 SF 139 Moderate Income 0 11 11 MF 0 TOTAL 0 14 14 TOTAL 14 HOUSEHOLDS White Black/ African American Asian American Indian / Alaska Native Native Hawaiian/ Other Pacific Islander Asian & White American Indian / Alaska Native & White Native Hawaiian/ Other Pacific Islander & White Black/ African American & White American Indian / Alaska Native & Black/African American Other Multi-racial TOTAL Female Headed Households Rent Own Total Total Hisp Total Hisp Total Hisp 0 0 112 40 112 40 0 0 12 1 12 1 0 0 4 0 4 0 0 0 0 0 0 0 0 0 1 0 1 0 0 0 1 0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2 0 2 0 0 0 0 0 0 0 0 0 7 1 7 1 0 0 139 42 139 42 0 27 27 0 Regular Data Entry (all categories already selected in prior QPRs ) New benefit type selected with existing data in old QPRs Backing out old data If there is only one subcategory and it was selected before the last QPR, then there is a low likelihood for prior period corrections needed. In this case, there are 14 new households showing and 14 new owner households. The HOUSING UNIT data in yellow demonstrates an example where 125 housing units were entered through the prior QPR, but the grantee had not entered any data in SF (aka single family). If the grantee selected SINGLE FAMILY in the Action Plan during the last quarter and another 14 units were completed, they would enter 14 in HOUSING UNITS and 139 in SF HOUSING UNITS. Grantees can enter negative numbers in QPRs in different beneficiary data fields as long as cumulative totals equal.
Troubleshooting U.S. Department of Housing and Urban Development Community Planning and Development 31
Common Problems Areas 1. Administrative Issues 2. Performance Measures 3. Assumption that a property is LMMI vs LH25 32
1. Administrative Issues Common Problems: Getting locked out of the system Access to Reports User Roles and Certification Status How to know if you have this problem: Error message when attempting to log on to DRGR or, in particular, activating the Reports Module. How to solve it: If timed-out message or cannot access the Reports module, wait for at least 30 minutes. If still locked-out, call the DRGR Help Desk at 1-800- 998-9999, and coordination with your field office. If locked-out of the system, check with the Grantee Administrator to verify you are Active and Certified on each grant you need access to (if you are a Grant Administrator, check with your CPD Rep). 33
Standard Reports: Admin 34
Standard Reports (Admin Rept04b) Admin Rept04: USERS - Grantee DRGR Users with System Role and Certification Status Page by: State: Grantee: User Name User ID User Email Account Status Recertification Status Recertification Date Recertification Approver System Role Barbara A Blake-McLennon B00564 bmclennon@patcity.com Inactive Recertified 9/1/2010 9:47:43 pm H00000 GU Grantee User DD_R Drawdown Request User Monty donna Deeb Kantor C22073 mdeeb@patcity.com C07405 dkantor@patcity.com Active Active Expiring Expiring 6/8/2011 11:03:27 am 6/8/2011 11:03:27 am B52842 B52842 GU Grantee User DD_R Drawdown Request User GU Grantee User DD_A Drawdown Approve User Lanisha Makle B52842 lmakle@patersonnj.gov Active Recertified 12/20/2010 3:32:46 pm H05717 GA Grantee Administrator Gary Melchiano B00423 gmelchiano@patcity.com Inactive Expired 12/2/2010 11:33:22 am H05717 GA Grantee Administrator Karen Parish C16676 parishfm@ptd.net Inactive Recertified 9/1/2010 9:47:43 pm H00000 GU Grantee User Ysenia Anthony Torrez Zambrano B00535 ytorrez@patcity.com C02514 tzambrano@patersonnj.gov Active Active Recertified Recertified 6/8/2011 11:03:27 am 6/8/2011 11:03:27 am B52842 B52842 GU Grantee User DD_R Drawdown Request User GU Grantee User DD_A Drawdown Approve User 35
2. Performance Measures Common Potential Problems: Q1: A Grantee does not see owner vs renter or SF vs MF (when reporting the actual measures in the QPR or when pulling reports) Q2: Cumulative households, or housing units, appears to be over projected (as seen in the QPR or per reports pulled) How to solve it: Q1: Grantee did not input the information when release 7.0 was announced and must enter all beneficiary data in the Action Plan for every applicable Activity (make a note in QPR) Q2: Grantee may have entered units in each quarter, rather than entering only the additional/incremental units completed that quarter. Grantee may need to manually correct data. 36
Standard Reports: Performance (Perf) 37
Standard Reports: Performance (Perf Rept01) 38
Standard Reports: Performance (Perf Rept01) Problem: Cumulative holds, or housing units appears to be over projected. Activity Type Rehabilitation/reconstruction of residential structures Activity Number 3.1.2 Activity Title B RDA A/R/D REO LMMI Owner Measure Type.Description 7/1/2009 10/1/2009 1/1/2010 4/1/2010 7/1/2010 Actual Actual Actual Actual Actual # of Households 11 26 10 22 108 # of Owner Households 11 26 10 22 108 # of Housing Units 11 13 5 11 54 # of Single-Family Housing Units 11 13 5 11 1 Rehabilitation/reconstruction of other non-residential structures 3.1.3 B RDA A/R Evelyn Sanders Townhouses Phase 2 # Renter Households 0 0 62 0 0 # of Households 0 0 62 0 0 # of Households 10 32 10 32 108 Rehabilitation/reconstruction of other non-residential structures 3.1.2 B RDA A/R/D REO LMMI Renter # of Owner Households 10 32 10 32 108 # of Housing Units 10 31 5 31 54 # of Single-Family Housing Units 10 31 5 31 54 39
3. LMMI vs LH25 categorization of expenses Common Potential Problems: Q1: When drawing down funds for expenses related to a unit whose end use is unknown, a Grantee categorizes the expenses as LMMI but, in the end, the actual expenses are for a LH25 unit. How to solve it: Q1: Internally reconcile the funds at the next draw OR revise the % of funds affected in the voucher. 40
Who do I to talk to if I need a password reset or the DRGR system is down? HITS Help Desk @ 1-888-297-8689. TIP: Be ready to provide your user ID and PIN to the Help Desk staff. Please keep track of the service desk ticket # they provide you. I need a session reset and/or other technical assistance? DRGR Help Desk @ 1-800-998-9999, Option 3. E-mail: DRGR_Help@hud.gov DRGR question lookup system posted online at: https://lmco.custhelp.com 41
Who do I to talk to if I am a grantee and am missing information in LOCCS (TIN or Bank Routing Information). Your HUD CPD Representatives! I have more than a quick question or our NSP team needs some one-on-one, intensive Technical Assistance? NSP Resource Exchange www.hud.gov/nspta Request Assistance section 42
Additional Resources DRGR Help e-mail (DRGR_Help@hud.gov) 1-800-998-9999 NSP Resource Exchange Official NSP Help Site (features FAQs, videos, manuals, intensive Technical Assistance) : http://hudnsphelp.info Community Connections (step-by-step manuals, trainings): http://www.comcon.org/programs/drgr.html DRGR question lookup system posted online at: https://lmco.custhelp.com/ DRGR home page (page that pops up once you sign in) Official DRGR Help Site (features videos, module guides, etc.): http://www.hud.gov/offices/cpd/co mmunitydevelopment/programs/drsi /drgrs.cfm 43
Questions? U.S. Department of Housing and Urban Development Community Planning and Development 44