PIC Reports

Report
Public and Indian Housing
Information Center (PIC) Reports
How to Access PIC and PIC Homepage
• www.hud.gov
• Click “Program Offices” on Selection Toolbar, then select
“Public and Indian Housing”
• Select IMS/PIC under “Online Systems” on the SubToolbar
– This accesses the PIC Homepage which allows access
to the HUD-50058 Homepage
• Under “System Login” on the right side of the page,
select “Public Housing Agency User”
– to access the PIC system
• Access the HUD-50058 Homepage by selecting “Form50058”
– Provides access to a copy of the Form HUD-50058
and the Instruction Booklet and the Monthly Report
Guides
Guides and Business Rules
PIC Reports used in Operating Subsidy
Calculation
• As part of the Operating Subsidy process, HUD uses PIC data to
pre-populate the unit status fields in Section 2, ”Categorization of
Unit Months” data, which in turn is used to determine the
“Eligible Unit Months” for funding, in the HUD form 52723. Most
unit status cells in the 52723 forms are locked and not editable by
PHAs. The locking of the unit status cells highlights the
importance of accurate, up to date PIC unit status data.
• HUD publishes a report on unit status data for review in preparing
draft forms before the electronic forms are posted. This provides a
chance to review the unit status data so changes can be made
before the HUD-52723 submission. (First report was published for
2014 around May or June.)
http://portal.hud.gov/hudportal/HUD?src=/program_offices/
public_indian_housing/programs/ph/am/of/opfnd2014
Reports used to Monitor Vacancies
During the Year
• The Unit Tab in the Development Submodule
– Print for each month on the first or last day of
the month depending what is used to request
operating subsidy
• Occu/Aging Report
– To Monitor Vacancies
• Ad Hoc Report
– Generate a report that can be used to determine
vacancies and vacancy days during the year
UNIT TAB in the Development Submodule
Development Submodule Occupancy/Aging Report
Occupancy Selection in the Occu/Aging Report
To create an Ad Hoc Report, access Form 50058
Ad Hoc Report Submodule:
Select Public Housing
Click Continue
Select the desired fields and click “Generate Report”
MTCS Adhoc Report
Program Type:
Public Housing
Housing Authority : AL150 CLANTON
Next Funding Period
7/1/2013 - 6/30/2014
Update Start Date : 10/14/2012
Update End Date : 04/14/2014
Head of
household
first name
ELIZABETH
Lois
ROYAL
Jerry
Earie
Kimberly
JEAN
Sheila
LISA
Karen
Marie
WANDA
COLLEEN
BARBARA
Charles
SUSAN
Kathy
DAMITA
Joy
Nancy
LATANDRA
Head of
Unit number
Effective date
household (Public Housing
(mm/dd/yyyy) of
last name
only)
Type of action action
HESTER
100
2
4/1/2014
Street
100
6
4/1/2013
THOMPSON
101
3
3/1/2014
Grizzard
102
2
3/1/2014
Wilson
103
2
3/1/2014
Roberts
104
3
3/1/2014
SMITH
105
3
3/1/2014
Whitfield
106
2
4/1/2014
CAPPS
107
6
10/1/2013
Mims
107
6
2/22/2013
Denham
108
3
3/1/2014
GRIMES
109
3
3/1/2014
DINOFFRI
110
1
2/27/2014
AGEE
110
6
2/7/2014
Kidd
111
2
3/1/2014
MCCORMICK
112
3
11/1/2013
Rhodes
113
3
11/1/2013
WALKER
114
3
11/1/2013
Loyd
115
3
3/1/2014
Waldrop
116
3
3/1/2014
JORDAN
117
6
5/20/2013
Date
(mm/dd/yyyy) of
admission to
program
4/22/2013
4/19/2006
9/6/2011
3/3/2005
3/3/1998
8/3/2004
11/18/2008
4/21/1999
3/13/2013
12/11/2003
1/19/2006
5/8/2008
2/27/2014
6/5/2008
3/3/2008
5/24/2012
7/11/2001
5/18/2009
10/4/2006
9/3/1999
5/8/2012
Unit
Months
Vacant
Days
Vacant
4/1 -
8 so far
1 or 0
10/1 -
19
Reports Summarized Monthly after the first day of the new Month
Access Reports Submodule Under HUD-50058 Module
Delinquency Report Guide:
http://portal.hud.gov/hudportal/documents/huddoc?id=DOC_11427.pdf
Delinquency Rate for Public Housing
Please note that it has changed
50058 Required Column
1
For Public Housing Program type, data in this column
represents total number of tenants on the Reexamination
Report for the PHA.
50058 Received Column
2
For Public Housing Program type, data in this column
represents number of tenants with last examination date
earlier than 14 months(<=13).
Difference Column
3
For Public Housing Program type, data in this column
represents number of tenants with last examination date
later than 13 months(>=14).
4
For Public Housing Program type, data in this column
represents number of tenants with last examination
date earlier than 12 months(<=11).
5
For Public Housing Program type, data in this column
represents number of tenants with last examination
date later than 12 months and earlier than 14
months(>=12 and <14).
6
For Public Housing Program type, data in this column
represents number of tenants with last examination
date later than 13 months(>=14).
Definition of Column 3 - Interpretation
Reexamination Report
Example:
For Public Housing Program type, data in this column represents number of tenants
with last examination date later than 13 months(>=14).
Delinquency Rate for Section 8 HCV
VMS Units Leased (a)
Most recent value for the most recent submission (as of the 1st of the report
generation month) displayed under “Number of vouchers under lease on the last day of the
month” field in the Voucher Management System (VMS) for that HA
As of (MM/YY)
The month/year of the latest PHA submission to VMS.
Port-outs (b)
Count of families ported from the assessed PHA: 12d=Y and 12e > 0 or 15c=Y and 15d > 0
AND the PHA code billed is that of the selected PHA for which the report is generated (12f
or 15e=selected PHA).
Port-ins (c)
Count of families ported to the assessed PHA and were not absorbed: 12d= Y
and 12e>0 or 15c=Y and 15d>0 AND 12f or 15e is not selected PHA
50058s Required (a-b+c)
Total leased units from the Voucher Management System minus the number of port-outs
(Form HUD-50058 is submitted by the receiving PHA) plus the number of port-ins (not
included in VMS data but Form HUD-50058 submitted by selected PHA). This allows
adjustments for portability.
50058s Received
Number of 50058 reports received where Program (1c)=VO or CE and action
types are New Admission (2a=1), Annual/Interim Reexamination (2a=2 or 3),
Portability Move-In (2a=4), Other Change of Unit (2a=7), Annual Reexamination Searching
(2a=9), or Historical Adjustment (2a=14).
Difference (Diff)
The difference between the 50058s Required and the 50058s Received.
Reporting Rate
The total 50058s Received divided by the total 50058s Required (shown as a
percent). If 50058 Required is 0, use ACC Units as the denominator. If
Reporting Rate is less than 95 percent, it will be shown in red and bold.
Reports Summarized Monthly after the first day of the new Month
Click on the Viewer Submodule and then on the Reports Tab
Issuance and Expiration Voucher Report – click on the tab and
generate the report – (HCV Only)
Overlapping Date Report (Both PH and HCV)
• Generated when a PHA transmits a new move-in for a family who
is currently in the 50058 database at another PHA
• PHAs can use to monitor moves by families who may not have
provided adequate notice (or possible data input errors)
There are three tabs reflecting different stages of the Overlapping
Date function
The action is effective the first of the month after the occurrence
of the date overlap – first of month after the action is sent by the
receiving PHA.
Portability Billing Report (HCV Only)
If Port-ins are correctly coded on the HUD-50058, they will appear on
this report and the Delinquency Rate will be accurately calculated.
PORT – INS
If Port-outs are correctly coded on the HUD-50058, they will
appear on this report and the Delinquency Rate will be
accurately calculated.
PORT-OUTS
Ensure all Portability Actions are
Correctly Submitted on HUD-50058
• Receiving PHAs must submit the Action Code 4
(and subsequent actions) for Port-Ins with:
– Field 12d “Did Family move into your jurisdiction
under portability?” marked “Y”,
– Field 12e “cost billed per month” or 0 if absorbed,
– Field 12f “PHA code billed” (blank if not billing)
• PLEASE NOTE:
IF NOT SUBMITTED CORRECTLY, THE
DELINQUENCY RATE OF THE INITIAL PHA IS ADVERSLY
AFFECTED AND THE DELINQUENCY RATE OF THE RECEIVING
IS INCORRECT.
• Losing PHAs no longer send Action Code 5, Port Move-out.
– This action is generated by PIC.
Use SEMAP Report in Reports Submodule to monitor
HCV 50058 actions that will be used to score SEMAP
Certification
Click View Entire Report and Click on the + to find
possible errors for each indicator
Determine if this is a PIC input error on the dates or if this is an
accurate submission
• Use the information under the FSS Indicators to determine that all FSS
families are reported
• Issues with the reporting is known and will be corrected in future PIC releases
• (Future date submissions affect the reporting and is not counted on any report
other than the Delinquency Report)
 For correcting HUD-50058 Submission errors, access the Error
Analysis Report in the HUD-50058 Submodule. Select the Reports
Tab and click on the Ticket Number.
Error Examples
Error Examples
Error Examples
Use the Tenant ID Management Submodule to correct Tenant
Identification Errors caused by Incorrect SSNs, Birthdates, Names,
Previously Assigned Alternate ID Numbers
Click on the Reports Tab to Access the Tenant ID
Management Reports
 Monitoring these reports on a regular basis should help in
eliminating HUD-50058 errors due to Tenant ID information.
Possible Duplicate Tenant Report
 Shows tenants that may be receiving assistance in more
than one PHA.
Invalid Tenant ID Report
 Shows SSNs that are possibly Invalid because they did not pass
the initial comparison with SSA data
SSNs and Personally Identifiable Information (PII) are compared
through data matching with SSA data and can result in errors such
as the one below:
Chapter 5 of the Technical Reference Guide can be found beginning
on Page 183 at the link below:
http://portal.hud.gov/hudportal/documents/huddoc?id=Form50058TRG.pdf

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