IDIS Online Training
for HOME PJs
CPD, Office of Affordable Housing
Introductions
• Name
• Organization
• Experience
– HOME
– IDIS
• Areas of HOME program responsibilities
• IDIS responsibilities
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Session Objectives
• Understand how to:
– Use IDIS to demonstrate program compliance
– Correctly set up HOME activities – Provide accurate and timely beneficiary and performance data – Use IDIS for financial management of HOME funds
– Generate and use IDIS reports IDIS Online for HOME Entitlement Communities
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Course Structure
• Materials
– Agenda
– Training manual
– Overheads
• Hands on practice
– Activity Setups
– Activity Funding & Drawdowns
• Basic
• Program Income
• Subfunds / Subgrants
– Activity Completion
– Activity Review & Reports
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Rules!!!!
• Ask questions
– Caveat: Training is focused on IDIS implementation – see the trainers and staff after class for HOME policy or project questions
•
•
•
•
Let us know if you get stuck
Keep side conversations to minimum
Parking lot
No cell phones that ring, please
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IDIS OVERVIEW
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What is IDIS Online?
• Real‐time online database
• Supports HOME, CDBG, ESG, and HOPWA
• Key purposes of IDIS:
– Disburse funds
– Collect data
• Accomplishments and performance • Program compliance
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Important HOME Concepts
• Definition of a HOME Project – Common ownership, management, financing
– Assisted as a single undertaking • Definition of a Commitment
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–
–
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Legally binding, written agreement
All necessary financing has been secured
Budget and schedule has been established
Underwriting and subsidy layering completed
• Definition of Project Completion
– Refer to HOME Final Rule
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Program Rules and Timeframes
• Rules
– 10% Administration Cap (AD)*
– 15% Minimum CHDO Reserve (CR)
– 5% CHDO Operating (CO)
– 20% of CR: CHDO Capacity Building(CC)*
– 10% of CR: CHDO Loan (CL)
• Timeframes
– 24 month commitment (overall, CHDO)
– 5 year expenditures (overall, CHDO)
* Additional Rules apply. IDIS Online for HOME Entitlement Communities
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Project‐specific Timeframes
• First disbursement within 1 year of commitment
• Completion within 4 years of commitment
• Update activities to Complete status within 120 days of Final Draw
• Occupancy: – Homebuyer: sell within 6/9 months of construction completion (or converts to rental) – Rental: rent within 18 months of project completion (or repay funds) IDIS Online for HOME Entitlement Communities
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2012 & 2013 appropriation‐specific rules
• Involuntarily Terminated: Must be completed within four years of the date the written agreement is executed. • Before entering into a legally binding written agreement
– underwrite the project or evaluate the underwriting of another funder
– assess the development capacity and fiscal soundness of the developer
– examine neighborhood market conditions to document adequate need
• Convert homebuyer units to a HOME‐assisted rental unit, or repay the HOME investment, if not sold within 6 months of construction completion • For CHDOS
– CHDO has paid staff with demonstrated development experience
– CHDO staff has experience developing projects of a similar size, scope and level of complexity IDIS Online for HOME Entitlement Communities
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IDIS Online Process
Project Phase
IDIS Task
Note
Action Plan/Budgeting
Add Project
Now part of Action Plan
template
Commitment:
Written Agreement
Financing Secured
Underwriting Complete
Add Activity
May need to adjust subfunds/subgrants
As Pay requests come in
Drawdown Funds
Use Program Income first
Meets definition of
Project Completion
Complete Activity
Complete in IDIS within 120 days of Final Draw
Affordability monitoring
‐ None ‐
Provide tenant data for vacant units, if applicable
Fund Activity
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What’s New in IDIS
•
•
•
•
•
HOME Review Screen
Search HOME Screen
Justification for Revising Vouchers Con Plan/Action Plan Template Changes to Program Income
– Program Administration Subfund
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MODULE 1:
LOGGING IN & NAVIGATION
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Logging In to IDIS Online
• Same website
• Today we will use the UAT region
• Today’s ID and Password
– ID = Your normal C or B number
– Password = ????
• Let’s get online!
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Navigation Tips
• Do NOT use browser navigation bar!!!!
• Only use links and buttons within the IDIS Online page. • Be patient if system is slow.
• Raise your hand if you get stuck. IDIS Online for HOME Entitlement Communities
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MODULE 2:
IDIS ONLINE PROJECTS
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IDIS Online Projects
• Only entered at beginning of year and when plan is amended – Include in Action Plan if submitted via IDIS
– Use Add Projects if not using IDIS template for AP
• Minimum amount of information
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–
–
–
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Program Year
Project Title
Description
Estimated Amount
IDIS Online Access for Another Organization
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IDIS Online Projects
• Must have project before activity
• Projects can be used to group activities
– Project #1‐2013: Housing Rehabilitation
• Activity #101: SFR 100 Main Street
• Activity #102: SFR 123 Elm Street
– Project #2‐2013: Down payment Assistance
• Activity #103: DPA 555 5th Street
• Activity #104: DPA 432 Palm Blvd. – Project #3‐2013: Development
• Activity #105: CHDO Rental 1000 Reynolds Street
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MODULE 3:
ACTIVITY SETUPS
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Activity Setup Key Points
•
•
•
•
•
Setup and completion forms (not required, but helpful)
Definition of HOME Project per regulations
Is it multi‐address? Is it a CHDO activity?
Activity Type
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–
–
–
–
Homeowner Rehab
Homebuyer
Rental
TBRA
AD/CC/CO Only
• Funding Certification
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Tenant‐Based Rental Assistance (TBRA)
• IDIS Activity = Award to TBRA administrator
– Do not add separate IDIS activity for each household assisted • Activity Set Up
– Add Activity Page
– Setup Detail • TBRA Beneficiary Data
• # of units for Homeless, Chronically Homeless
• Funding Certification
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MODULE 4:
ACTIVITY FUNDING & DRAWDOWNS
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Activity Funding Overview
• Basic Funding
– Choose Activity
– Select Fund Source
– Enter Amount
• Program Income
– Do not fund with PI; use PI before EN during drawdown
– Adjustments made when creating draw
• Subfunds and Subgrants
– Divides HOME funds into restricted types
– EN, PI, AD, SU, CR, CO, CL, CC
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HOME Activity Funding Certification
(i) the Participating Jurisdiction has fully executed a written agreement that meets the requirements of the regulations applicable to the IDIS activity for which the funds are to be used;
(ii) IDIS activity for which the funds are to be used meets the definition of a commitment and the requirements of the definition of a commitment pursuant to the regulations applicable to the IDIS activity;
(iii) PJ has not drawn and will not draw funds for the IDIS activity unless it has fully executed a written agreement committing the funds;
(iv) PJ has conducted an underwriting review, assessed developer capacity and fiscal soundness, and examined neighborhood market conditions to ensure adequate need for the project
Program Income • Use Program Income (PI) Before Entitlement (EN)
– Receipt all income on hand before creating drawdown
– Net program income out of draw requests
• New Subfund for Program Income to used for Admin
• If the subrecipient is allowed to keep PI per HOME agreement, can now use PI subgrant to track IDIS Online for HOME Entitlement Communities
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Program Income Process
• Include as part of drawdown process
• Steps
– Create Program Income Receipt
– If applicable, create/edit PA subfund for PI to be used for Admin
– Create drawdown
– System will adjust funding automatically
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Program Income for Admin
• For PY 2012 and later:
– Receipt 100% of PI received. – Create a Program Income for Administration (PA) subfund
• Old method (2011 and earlier): – Increase AD subfund based on PI receipted
• Can also create PA subgrants for subrecipients
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Recaptured Funds
• Recaptured funds are not program income
– Cannot increase admin by 10% of recaptured funds
– However, recaptured funds are treated as PI in IDIS and should be used before EN funds are drawn. • Keep records to distinguish recaptured from PI
– In IDIS, use Grantee Receipt #, comments when creating receipt
– Maintain separate log outside of IDIS that distinguishes between PI and recaptured
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Repayments/Returns
• Not program income!
• Must consult with HUD before repayment. Refer to Chapter 22 in manual
• Will use Receivables and Drawdown Revision to reflect repayment
• Repayments go back to source
– Funds drawn from Treasury go back to Treasury*
– PI returns to local HOME account
* Repayments from “expired” grants may be held in local HOME account
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Program Rules & Subfunds
Compliance is tracked via subfunds
• AD ‐ Administration (10% Maximum)
– PA – Program Income for Admin (10% of PI)
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•
•
•
CR ‐ CHDO Reserve (15% Minimum)
CO ‐ CHDO Operating (5% Maximum)
CL ‐ CHDO Pre‐development loan (10% of CR)
CC ‐ CHDO Capacity (20% of CR)*
* CHDO Capacity Funds are only eligible in first two years of PJ’s participation in HOME program
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Subfund management
• HUD automatically creates AD & CR
• Grantees should create others as needed – Create CO, CL once HUD loads grant
– Maintain PA account as income is receipted
• Use PR25 and PR35 reports to identify balances in older years IDIS Online for HOME Entitlement Communities
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Subgrants
• Subgrants are used to demonstrate commitment of funds to a specific organization
• CR funds cannot be accessed on Activity Funding except through subgrants
• Types of subgrants
– CR: CHDO Reserve
– CO: CHDO Operating
– SU: Subrecipient
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Drawdown Overview
• Two roles for drawing funds
– Drawdown Creation
– Drawdown Approval
• User may have both roles, but user cannot perform both roles on same voucher
• Drawdown Revisions
• Returning Funds to HUD
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Drawdown Creation
1. Identify who the draw is for
– CHDO Reserve Draws must be separate
2. Identify activities to include
3. Indicate source and amount to be drawn for each activity
4. Review information for accuracy
5. Generate drawdown voucher
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Drawdown Approval 1.
2.
3.
4.
Search for Open Vouchers
Review voucher for accuracy
Approve each line item of voucher
At end of day, IDIS will pass all approved vouchers to LOCCS for processing (status now complete)
5. Funds wire transferred to PJ within two to three days IDIS Online for HOME Entitlement Communities
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Drawdown Revisions
•
•
•
•
Now requires justification
Repayments = ineligible costs
Returned funds = excessive draws
Funds must returned to source
– Funds from Treasury go back to Treasury*
– Funds from local account stay in local account
* Exceptions made for expired grants
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Revision Example
• Project stalls after acquisition; housing units never developed (IDIS Online #1001). • Developer remits acquisition cost back to grantee ($60,000). • Grantee returns funds to Treasury
– If grantee creates receivable, system will make adjustments
– Without receivable, manual adjustments are necessary IDIS Online for HOME Entitlement Communities
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MODULE 5:
ACTIVITY COMPLETIONS
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Activity Update Key Points
• Activity Completion
– Completion Check
– Start of Affordability Period
– Final Draw status
• Cost and Beneficiary Data
– HOME Costs must equal HOME draw
– Must have beneficiary row for each HOME‐
assisted unit*
* For rentals, unit can be marked as Vacant in order to complete the activity
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Homebuyer Completion
• Costs
– Property Costs vs. Down payment – Total Funds > Purchase Price
– HOME Costs = HOME Drawn Amount
• Beneficiaries
– One row of tenant data for each HOME‐assisted unit
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Homebuyer: Conversion to Rental
• If unit not sold in 6/9 months, must convert unit to rental
• To convert to rental: – Create screenshots of detail pages
– Change activity type to rental (results in loss of data on detail pages)
– Update and complete setup and completion detail pages based on rental info. • For more info, refer to HOME FACTS Vol. 4, Number 1
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Rental Completion
• Costs
HOME Costs = HOME Drawn Amount
• Beneficiaries
One row of tenant data for each HOME‐assisted unit
• Completion Check
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Rental: Vacant Units
• PJs must report on vacant units, even for projects that have been closed several years
• If original tenant data cannot be found, use current tenant data
• To find activities with vacant units
– Search HOME screen
– Vacant Units Report
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HO Rehab Completion
• Location – Lead‐Based Paint
– FHA Insured? • Costs
– Value after Rehabilitation
– HOME and Other Funding
• Beneficiaries
• Completion Check
– HOME Costs = HOME Drawn Amount
– One row of tenant data for each HOME‐assisted unit
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TBRA Completion
• No Accomplishment Detail screens
• Beneficiary Data entered on Setup Detail
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MODULE 6:
HOME ACTIVITY REVIEW
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System Controls
• Activity with $0 drawn for 12 months
– Activity is cancelled (no longer counted as committed)
– Activity can be re‐opened for draw • Activities with > $0 drawn but no draws for 12 months
– PJ suspended from setting up, funding non‐flagged HOME activities until explanation provided
– PJ must provide reason for delay on HOME Review screen
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System Controls continued
• Activities with Final Draw for 120+ days
– PJ must cancel, complete, or otherwise remove Final Draw status
• Activity open 4 years after commitment
– Beginning with 2012 activities
– Complete or repay of funds
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HOME Activity Review Screen
• Access
– Plans/Projects/Activities ‐> Activity‐>Search HOME
– Orange Bar across top of screen
• Flagged Activities
– Infrequent Draws (more than 12 months)
– Final Draw for more than 120 days
– Involuntarily Terminated (applies to 2012 funded activities and later)
– Also shows pending activities IDIS Online for HOME Entitlement Communities
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MODULE 7:
REPORTS
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Key IDIS Reports • General
– PR01 HUD Grants and Program Income
– PR02 List of Activities by Program Yr/Project
– PR08 Grantee Summary Activity Report • Financial Reports
– PR05
– PR07
– PR09
– PR36
Drawdown Report by Project and Activity
Drawdown Report by Voucher Number
Program Income Detail Report
Receipt Audit Trail
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HOME‐Specific IDIS Reports •
•
•
•
•
•
PR15
PR16
PR20
PR22
PR25
PR27
Cost per HOME‐Assisted Unit/Family
HOME Lower Income Benefit ‐ All Years
HOME Production Report
Status of HOME/TCAP Activities Report
Status of CHDO Funds by Fiscal Year
Status of HOME Grants
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HOME‐Specific IDIS Reports •
•
•
•
•
PR33
PR35
PR47
PR48
PR49
HOME Match Liability
Grant, Subfund, Subgrant HOME/TCAP Vacant Units Report
HOME/TCAP Open Activities
HOME Deadline Compliance Status
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Reports on HOME Website
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•
•
•
•
•
•
•
•
•
2012/2013 HOME Activities
ADDI Accomplishment Reports
Dashboard Reports
Deadline Compliance Status
Energy Star Units
Expiring Funds Report
Open Activities Report
Vacant Units Report
HUD Initiated Activity Cancellation Report
Performance Snapshot Report
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PR20 HOME Production Report
• Provides grant‐level summary of financial and production information
• Production Data
– By Activity Status (Open vs. Complete)
– By Activity Type
– By Income Level, Race/Ethnicity, HH Size
PR22: Status of HOME Activities
•
•
•
•
Information at activity‐level
Organized by Activity Type
Can include ALL activities or current activities
Uses: – Basic review of activity status
• Activity Status, Status Date, Percent Drawn
– Mappable (after some edits in Excel)
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PR25: Status of CHDO Funds
• Subfund and Subgrant‐level data
• Organized by Year, Organization
• Uses
– Review of awards and progress for CHDOs
– Finding balances in prior years
– When adjusting funding due to Expiring Funds
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PR27: Status of HOME Grants
• Grant‐level detail
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–
–
–
authorized amounts
Commitments
Draws
Income
• Sections for each type of Subfund
• Uses:
– Grant level review: trends in allocations, amount of PI receipted, funding patterns
– Finding balances in older years IDIS Online for HOME Entitlement Communities
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PR33: HOME Match Liability
• Fiscal Year Match Requirement
• Based on Federal Fiscal Year (October‐
September) NOT Grantee Program Year
• Includes: – Match Required (normally 25%)
– Total Disbursements
– Disbursements Requiring Match – Match Liability Amount
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PR35: Subfunds & Subgrants
• Subfund and Subgrant‐level details: –
–
–
–
–
Authorized Amount
Suballocated Amount
Amount to Reserve
Amount Committed to Activities
Net Drawn Amount
• Useful to – Identify older balances subject to Expiring Funds Rule
– Analyze funding trends / histories
• Use Excel version to
– Calculate balance
PR47 Vacant Units Report
• To report vacant units
– Write down Original Completion Date
– Change status to Open
– Report tenant data
– Update status to Complete and use Original Completion Date
• If you cannot find original tenant data, use current
• If no tenant data, repayment for that unit!
PR48 HOME/TCAP Open Activities
• Activity‐level detail for Open activities
• Great report for monitoring progress of ongoing activities
– Recipient undertaking the activity
– Final Draw Status
– Draw Days
• Easily filtered in Excel
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PR49 HOME Deadline Compliance
Compliance is based on cumulative commitments and expenditures
Deadline Date
Original Allocation Adjustments
Requirement Amount
Total C.R.or D. through Deadline
Shortfal
l
%
C
10/31/2013
$114,176,896
$212,300
$113,964,596
$117,548,791
100%
$0
R
10/31/2013
$112,929,244
$212,300
$16,727,087
$23,048,127
100%
$0
D
10/31/2013
$96,168,335
$212,300
$95,956,035
$97,384,394
100%
$0
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When to use each report?
• Day to Day Management
– PR22 Status of HOME Activities
– PR48 Open Activities Report
• Deadline Compliance Reports
– PR48 Open Activities Report
– PR47 Vacant Units Report
– PR49 HOME Deadline Compliance Status
• Year End / Annual Reports
– PR20 HOME Production
– Goals and Accomplishments Report
• CHDO‐specific / Expiring Funds
– PR25 Status of CHDO Funds
– PR35 Grant, Subfund, Subgrant
– Expiring Funds Report on HOME website
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WRAP‐UP
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Next Steps
• Use the lessons learned in this training and apply them to IDIS Online input process.
• Work toward the goal of improving the timeliness, completeness, and accuracy of the data.
• Stay tuned for upcoming changes.
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IDIS Resources
• IDIS Resources for HOME
– HOME Reports
– HOME Facts and other guidance
http://www.hud.gov/offices/cpd/affordable
housing/programs/home/
• OneCPD Ask A Question
https://www.onecpd.info/ask‐a‐
question/my‐question/
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