U.S. Department of Housing and Urban Development HUD · PDF fileU.S. Department of Housing and Urban Development HUD DRGR Webinar. Greatest Hits of DRGR. July 26, 2011. Community Planning

U.S. Department of Housing and Urban Development

HUD DRGR Webinar

Greatest Hits of DRGR

July 26, 2011

Community Planning and Development

U.S. Department of Housing and Urban Development • 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

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

9U.S. Department of Housing and Urban Development • Community Planning and Development

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/drsi/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

Enter Data only at QPR

Projected #s equal TOTAL Households

Census Screens (Households)

Survey(Persons)

FHEO Screens (Households and/or Persons)

Households: Owners/RentersHousing Units: Multifamily/

Single FamilyEnter Data only at APAutomatic Actuals in QPR equals

Projected numbers

Area Benefit

Enter Data at both the AP & QPR

Direct Benefit

12

Area Benefit

Census

‘Duplicate Activity’

Grantee #

Activity #

Jurisdiction-Wide

County Code/Coun

ty Name

County Code/County Name (in order to choose smaller

geographic area)

Census Place(s)

Census Tract(s)

All Block Groups

Select Specific Block Groups

Survey Method

Total # Low

Total # Low/Mod

Total Population

Census Data is

Optional

Select the Activity Type

Step #1 for Area Benefit Determine Census or Survey Method

OR

13

Area Benefit Data/Census

Area Benefit Data/CensusArea Benefit

Census

‘Duplicate Activity’

Grantee #

Activity #

Jurisdiction-Wide

County Code/Coun

ty Name

County Code/County Name (in order to choose smaller

geographic area)

Census Place(s)

Census Tract(s)

All Block Groups

Select Specific Block Groups

Survey Method

Total # Low

Total # Low/Mod

Total Population

Census Data is

Optional

Select the Activity Type

Step #2 for Area Benefit Determine geographic location

14

Area Benefit Data/CensusArea Benefit

Census

‘Duplicate Activity’

Grantee #

Activity #

Jurisdiction-Wide

County Code/Coun

ty Name

County Code/County Name (in order to choose smaller

geographic area)

Census Place(s)

Census Tract(s)

All Block Groups

Select Specific Block Groups

Survey Method

Total # Low

Total # Low/Mod

Total Population

Census Data is

Optional

Select the Activity Type

Step #3 for Area Benefit Input fields as needed.

15

Direct Benefit

16

Direct Benefit

Households

Owner

Renter

Housing Units

Single Family

Multi-Family

Fair Housing/Equal Opportunity Data

Race

Ethnicity

Head of Household

Select the Activity Type

Direct Benefit: Example

U.S. Department of Housing and Urban Development • Community Planning and Development

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

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.

20

Performance Measure Proposed Total

Low Mod

# of Renter 15 5 5

# of Households benefitting 15 5 5

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 NSP3Beneficiary Data

Households Benefitting Required Required RequiredHousing Units Required Required RequiredIncome Levels Required Required RequiredRenter/Owner Required Required RequiredSingle/Multi Family Required Required RequiredRace/Ethnicity Required Required RequiredFemale-Headed Required Required Required

AccomplishmentsNumber of Properties Encouraged Encouraged EncouragedGreen 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 cumulativ

data (regardless of what DRGR shows).• Step B: A grantee enters the cumulative data showin

in the PRIOR QPR. • Step C: The tool automatically calculates the IN

QUARTER data to be entered in the QPR to bring kecategories and subcategories into balance dependinon what has already been entered..

Grantee Tool: DRGR Beneficiaries Census Area vsDirect Spreadsheet Mar 2011 (Excel)

found at:

e

g

y g

www.comcon.org/programs/drgr.html

HOUSEHOLDS Rent Own Total

Low Income 22 22 SF 139

Moderate Income 117 117 MF 0

TOTAL 139 139 TOTAL 139

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 & WhiteNative 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

HOUSING UNITS

TotalOwnRentHOUSEHOLDS

Rent Own Total

19 19 SF 0

106 106 MF

125 125 TOTAL 125

Total Hisp Total Hisp Total Hisp

0

HOUSING UNITS

Rent Own Total

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)

Regular Data Entry (a l l categories a l ready selected in prior QPRs)

If there i s only one subcategory and i t was selected before the las t QPR, then there i s a low l ikel ihood for prior period corrections needed. In this case, there are 14 new households showing and 14 new owner households .

New benefi t type selected with exis ting data in old QPRs

The ‘HOUSING UNIT’ data in yel low demonstrates an example where 125 hous ing uni ts were entered through the prior QPR, but the grantee had not entered any data in ‘SF’ (aka s ingle fami ly). If the grantee selected SINGLE FAMILY in the Action Plan during the las t quarter and another 14 uni ts were completed, they would enter 14 in HOUSING UNITS and 139 in SF HOUSING UNITS.

Backing out old data

Grantees can enter negative numbers in QPRs in di fferent beneficiary data fields as long as cumulative tota ls equal .

Rent Own Total

0 3 3 SF 139

0 11 11 MF 0

0 14 14 TOTAL 14

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

HOUSING UNITS

Rent Own Total

HOUSEHOLDS

Low Income

Moderate Income

TOTAL

White

Black/ African American

Asian

American Indian / Alaska Native

Native Hawaiian/ Other Pacific Islander

Asian & White

American Indian / Alaska Native & WhiteNative Hawaiian/ Other Pacific Islander & White

Black/ African American & White

American Indian / Alaska Native & Black/African American

Other Multi-racial

TOTAL

Female Headed Households

HOUSEHOLDS

Step C. Automatically sums totals for grantee to enter into current APR(combines in-quarter data and prior period corrections)

Troubleshooting

U.S. Department of Housing and Urban Development • Community Planning and Development 31

Common Problems Areas1. Administrative Issues2. Performance Measures3. 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

User ID User Email Account Status

Recertification Status Recertification Date Recertification

ApproverGU Grantee UserDD_R Drawdown Request UserGU Grantee UserDD_R Drawdown Request UserGU Grantee UserDD_A Drawdown Approve User

Lanisha Makle B52842 [email protected] Active Recertified 12/20/2010 3:32:46 pm H05717 GA Grantee AdministratorGary Melchiano B00423 [email protected] Inactive Expired 12/2/2010 11:33:22 am H05717 GA Grantee AdministratorKaren Parish C16676 [email protected] Inactive Recertified 9/1/2010 9:47:43 pm H00000 GU Grantee User

GU Grantee UserDD_R Drawdown Request UserGU Grantee UserDD_A Drawdown Approve User

Admin Rept04: USERS - Grantee DRGR Users with System Role and Certification StatusPage by:State:Grantee:

User Name System Role

9/1/2010 9:47:43 pm H00000

Monty Deeb C22073 [email protected] Active Expiring 6/8/2011 11:03:27 am B52842

Barbara A Blake-McLennon B00564 [email protected] Inactive Recertified

6/8/2011 11:03:27 am B52842

Ysenia Torrez B00535 [email protected] Active Recertified 6/8/2011 11:03:27 am B52842

donna Kantor C07405 [email protected] Active Expiring

6/8/2011 11:03:27 am B52842Anthony Zambrano C02514 [email protected] Active Recertified

Standard Reports (Admin Rept04b)

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 (PerfRept01)

38

Standard Reports: Performance (PerfRept01)

Activity Type Activity Number Activity Title Measure Type.Description 7/1/2009 10/1/2009 1/1/2010 4/1/2010 7/1/2010

Actual Actual Actual Actual Actual

Rehabilitation/reconstruction of residential structures 3.1.2 B RDA A/R/D REO

LMMI Owner

# 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

Rehabilitation/reconstruction of other non-residential structures 3.1.2 B RDA A/R/D REO

LMMI Renter

# of Households 10 32 10 32 108# 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

Problem: Cumulative holds, or housing units appears to be over projected.

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: [email protected]

– 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

43

DRGR Help e-mail([email protected])

1-800-998-9999

Official DRGR Help Site (features videos, module guides, etc.): http://www.hud.gov/offices/cpd/communitydevelopment/programs/drsi/drgrs.cfm

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/

NSP Resource Exchange Official NSP Help Site (features FAQs, videos, manuals, intensive Technical Assistance) : http://hudnsphelp.info

DRGR home page (page that pops up once you sign in)

Questions?

U.S. Department of Housing and Urban Development • Community Planning and Development 44