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2. Housing Choice Voucher Program Voucher Management System April 2011 Release

3. Voucher Management System 3 On April 29, 2011, HUD will implement a new version of the software for the Voucher Management System. On April 29, 2011, HUD will implement a new version of the software for the Voucher Management System.  This presentation provides users an orientation to the changes that will occur, as well as information on other VMS issues.  New screens are shown in this presentation, but viewers should print the screens provided separately on the HUD web for ease of reading while viewing the broadcast.  No additional data requirements in this release!

4. 4 VMS Changes – April Release  Tabular form layout  Consolidates similar items on the same tab  Aligns UML and HAP on same row for easier input  Prior Month, Average Last 12 Months, and Average Year to Date data provided for user validation and reduction in keying errors  Pop-up user information regarding each data entry field

5. 5 VMS Changes – April Release  Redesigned Submission page includes error messages and historical data on all versions of the month’s data -- draft (DRA), saved (SAV), submitted (SUB), pending hard edit (PHE), approved hard edit (AHE), and denied hard edit (DHE).  Requirement for individual tab saving to prevent data loss prior to monthly submission  Printing function allows user to make hard copy PDF printout of each data entry tab.

6. 6 VMS Changes – April Release  Executive Summary – detailing allocation and balances, recap worksheet, utilization graphs, and projection worksheets.  Standardized buttons – Each input screen contains a “Validate”, “Save”, “Reset”, “Cancel”, and “Print” button.  Point of Contact Information provided for end user use, includes FMC and Field Office assigned personnel with email and phone numbers.

7. VMS Changes – April Release  Three tabs include required PHA data and MUST BE validated and saved prior to moving to the next tab or submitting:  Voucher UMLs/HAP  Income and Expenses  PHA Information  Revised user’s guide and appendices will be posted with the release, to correspond with the new features 7

8. 8 Tabular Form Layout 7 user-friendly tabs, with logical data grouping.  Voucher UML and HAP  Income and Expenses  Additional Expenses and Comments  Disaster UML and HAP  PHA, FMC, Field Office and TAC Point of Contact information.  Submission Page  Executive Summary

9. Common Features – All Tabs  Individual pop-up messages are provided for each data entry field, providing specific reporting instructions for data entry  When user clicks on the question mark symbol next to the reporting field, a pop-up message displays the specific reporting requirements for that field  All Validation Hard Edit messages provide pre-defined drop down reasons with comment box 9

10. Common Features – All Tabs  User selects the appropriate pre-defined reason, or chooses the “Other” option and then must enter further explanation for the data being entered.  Each tab is individually saved – tab data MUST be saved before moving to the next tab, or the data is lost  Each tab can be printed for PHA to maintain a hard copy of data reported  No new reporting fields are being introduced with this release – just new display of existing fields 10

11. Pop-Up Issues – May 2 Correction Pop-Up definitions missing: Expense/Comment tab: description of Expense 4 and 5 Income/Expense tab: description of Central Office Cost Center Pop-Up definitions currently inaccurate: Voucher HAP/UML tab:  Port Units Administered HAP  Voucher Expenses After First of the Month Income/Expense tab: Cash/Investments 11

12. 12 Voucher Management System Voucher UML and HAP Tab (1 st tab)

13. 13 Voucher UML and HAP Tab  Screen layed out in two major sections.  Top section is used to report first of the month voucher leasing and cost information by specific categories – categories have not changed with this release  Bottom section used to report other specific voucher reporting requirements  Each section provides for UML and HAP data reporting

14. Voucher UML and HAP Tab  PHA enters leasing and HAP information for the reporting month in the white boxes  Corresponding data for each field for the prior month, average of the prior 12 months and average of the calendar year-to-date will be pre-populated by HUD in the gray boxes and cannot be changed by user on screen  Clicking the question mark will cause the field definition to appear 14

15. Voucher UML and HAP Tab  Pre-populated data may cue PHA to a data entry error at this point, if new data varies significantly  Pre-populated data will update if the PHA makes changes to prior periods  Field definitions are not changed in this release  Unused fields on this and the next tab have been removed  Beginning 1/1/2011, the fields “DHAP to HCV” and “THU to HCV” are not used for any participants 15

16. 16 Voucher UML and HAP Tab Pop-up definition example

17. 17 Voucher UML and HAP Tab Hard edit error example

18. 18 Voucher Management System Other Income and Expense Tab (2 nd tab)

19. 19 Other Income and Expense Tab Screen provides three major sections.  Top section provides for Memorandum Reporting items for the month – any unit and cost data entered here is not included in the total UMLs and HAP on the first tab  Middle section provides for Administrative Expenses reporting for the month  Bottom section provides for reporting the PHA’s Financial Status at the end of the month. PHAs should be certain to follow reporting guidance carefully, per Notice PIH 2010-16

20. 20 Other Income and Expense Tab Pop-up definition example

21. 21 Voucher Management System Additional Expense and Comment Tab (3 rd tab)

22. 22 Additional Expense and Comment Tab Screen provides two major sections.  Top section provides for reporting Additional Expenditures incurred by the PHA during the reporting month  Expenses here are generally not included in HAP or leasing totals on the first tab  To be used only for reporting items identified by HUD  Bottom section provides for reporting additional comments regarding any item reported in the PHA’s Monthly Submission or items requested by HUD

23. 23 Additional Expense and Comment Tab Pop-up definition example

24. 24 Voucher Management System Disaster UML and HAP Tab (4 th tab)

25. 25 Disaster UML and HAP Tab Screen provides four major sections.  Top section is used to report Disaster Voucher Program leasing and expenses incurred during the reporting month.  Second section is used to report Disaster Housing Assistance Program (DHAP Katrina/Rita) leasing and expense incurred during the reporting month  Third section is used to report Disaster Housing Assistance Program (DHAP Ike/Gustav) leasing and expense incurred during the reporting month, and security and utility deposit information

26. 26 Disaster UML and HAP Tab  Fourth section is used to report Disaster relief (Non KDHAP) leasing and expense for portability incurred during the reporting month.

27. 27 Disaster UML and HAP Tab Pop-up definition example

28. 28 Voucher Management System PHA Information Tab (5 th tab)

29. 29 PHA Information Tab Screen provides four major sections:  First section provides PHA and PHA Point of Contact information  Second section provides information on the Financial Analyst assigned to work with the PHA  Third section provides information on the Field Office Staff assigned to work with the PHA  Fourth section provides the REAC Technical Assistance Center phone number

30. 30 PHA Information Tab  The only information that can be edited/modified by the PHA is the PHA point of contact name and related data  PHA should use as its POC that person responsible for the data entry and corrections – that is the person HUD’s automatic notifications will reach  All other entries come from PIC or pre-defined HUD tables, and cannot be changed on this tab.  PHA Authorized Official information must be changed in PIC

31. 31 PHA Information Tab Pop-up definition example

32. 32 Voucher Management System Submission Tab (6 th tab)

33. 33 Submission Tab The Submission tab is divided into two areas:  Validation History – provides a complete listing of the hard edit error messages and corrections for the selected reporting month for the current submission  Latest hard edit record is always displayed first  Error Tab and Field Name identify where the error occurred  User can select the drop down selection to display the hard edit message

34. 34 Submission Tab Pop-up hard edit error message example

35. Submission Tab  Submission History – provides a listing and description of each submission made for the reporting month  Includes an entry for every time the record has been saved or processed, indicated by the Status Description  Entries are displayed in reverse order of occurrence – latest action displays first  User can display data as it appeared at each status point by clicking on the “Updated Date/Time” entry  User can print data for multiple selections by marking the box with an “x” and selecting “Multiple Print” 35

36. 36 Submission Tab At the bottom of the Submission tab are four buttons:  “Multiple Print” enables the user to print out two or more prior submission history reports. User checks the box next to each prior submission to be printed.  “Print screen” will print out a pdf formatted copy of the submission screen, and will display all the hard edits listed, and will print a complete list of the submission history.  “Submit” begins the submission process  “Cancel” returns user to the List of Submissions screen

37. 37 Submission Tab To begin the monthly submission process, the user clicks the “Submit” button, and sees the following:

38. 38 Submission Tab  This screen enables the user to review the data entry tabs by returning to the tab(s) - if information is correct, the user will select the “Submit” button to submit the monthly reporting  User can select “Print Format” to print the monthly submission for verification or for filing for audit purposes  Selecting “Cancel” returns the user to the previous screen  Selecting “Submit” takes the user to the certification screen

39. 39 Submission Tab

40. 40 Voucher Management System Submission Tab  The system will display a certification statement that the PHA user must select via “OK” prior to submission. This certifies that the data is true, correct and complete to the best of the PHA’s knowledge.  When user clicks the “OK” button the system will re- validate the data.  If errors are found, the user will be returned to previous screen requesting that the user review each tab’s data for errors.

41. Submission Tab  If no errors have been found the system returns two messages – “Voucher Data Submission Completed” and “Voucher Data was Successfully Submitted”; user can click on “Continue” or print the submission for audit purposes.  Once completed, the user clicks the “Continue” button to return back to the PHA Submission Status Page. 41

42. 42 Voucher Management System Submission Tab

43. 43 Voucher Management System Executive Summary Tab (7 th tab)

44. 44 Executive Summary Tab  The Executive Summary is a new feature which provides the PHA Director, Board Members and interested parties with a financial status of the PHA and its ability to continue to lease units. Four reports can be generated to display information for decision making:  Allocations and Balances  Recap Worksheet  Utilization Graph  Projection Worksheet

45. Executive Summary Tab  No additional data entry is required by the PHA to generate the first three reports  The final report requires the PHA to enter variables to generate projected activity and HAP expenses  All reports can be printed 45

46. 46 Allocations and Balances Report

47. 47  Provides expense and utilization information for the PHA.  It is separated into four areas of financial and utilization information.  The first section identifies the PHA’s beginning Net Restricted Asset for the year, the CYTD budget authority allocated, CYTD HAP Expenses and CYTD Other Revenues that collectively determine the month ending NRA balance.

48. 48 Allocations and Balances Report  Beginning NRA is not yet populated by HUD  End of Month NRA will not calculate accurately  The second section identifies the PHA’s Estimate of Net Restricted Assets for the reporting month, and the estimate of Cash on Hand for the reporting month (both were previously entered by the PHA in its submission).  The third section provides the utilization values and percentages for the units leased and HAP expenses. The graphs present this data in a visual format.

49. Allocations and Balances Report  The fourth section identifies the calendar year-to-date disbursed HAP payments by month and HAP payments scheduled for the remainder of the calendar year  PHA should be aware that all payments due for the year may not be scheduled at the start of the year 49

50. 50 Allocations and Balances Report

51. 51 Recap Worksheet Report

52. 52 Quick tool to determine the PHA’s ability to lease up vouchers for the remainder of the CY.  First section calculates current NRA balance – funds available in excess of the year’s remaining budget authority  Second section identifies CY HAP funding eligibility and remainder (unused) and breaks both down to a monthly amount  Third section identifies CY unit months available and remainder (unused) and breaks unused down to a monthly amount

53. Recap Worksheet Report  Final sections determine the unit months which the remaining BA funding will support, both a total and monthly average number, and the number of unit months available to support if that value is less (ACC cap)  Right hand column provides all the same calculations, but includes the NRA balance in the eligibility amount.  Calculations assume no change in PUC and no attrition 53

54. 54 Utilization Graph Report

55. 55  The Utilization Graph report provides a graphical presentation of the PHA’s utilization of Units and Expense information.  Top section of the report provides the user with a graphical picture of the utilization and expense information and trends across the calendar year.  The bottom section provides on a month by month basis actual unit and expense information used to generate the graph.

56. 56 Utilization Graph Report  Utilization data presented is from PHA VMS reporting; funding and unit months available data is generated from HUD records  Unit months leased are compared to unit months available and performance is presented as a utilization percentage  HAP expenses incurred are compared to budget authority (BA) available and to BA plus NRA available, and performance is presented as utilization percentages.  Enables PHAs to quickly assess performance and trends in the current year

57. 57 Projection Worksheet Report

58. 58  The Projection Worksheet provides the user the ability to determine how certain changes in PHA activity would affect utilization.  First section provides a view of the actual utilization and expense information for the calendar year, in values and percentages.  Second section allows the user to input projected changes in statistical and performance variables to see how those changes would affect their ability to maximize their voucher leasing.

59. 59 Projection Worksheet Report  The third section displays the results of adjusting the projected variables.  Variables:  Amount of NRA (in $$) to be used to fund HAP  PHA attrition rate (%)  PHA success rate (%)  Average number of months to lease  PUC monthly adjustment (%)  Number of vouchers outstanding

60. Projection Worksheet Report  Examples:  Increasing the amount of NRA to devote to CY leasing will increase the vouchers that can be supported  Improving the PHA success rate will result in increased and earlier leasing  An increase in PUC will decrease the number of vouchers that can be supported 60

61. Projection Worksheet Report User enters desired variables and clicks “Calculate” to see results User must be very careful in determining value of each variable, as an errant entry can significantly distort the projection – variables must be reviewed regularly for accuracy CAUTION: This report is a work in progress and all calculations are not presently accurate; PHAs are advised to await notice that the programming is complete before using this report 61

62. VMS April Release Dates  VMS will be unavailable to all users from the close of business on Friday, April 29 until Monday morning, May 2  On May 2 the new format will be on-line and all historical data will have been converted  On May 6 users can begin entering data for the month of April 62

63. VMS Issues  PHAs have been notified that data for CY 2011 renewal funding calculations and any set-aside funding awards will be taken from VMS on the morning of April 25  PHAs should ensure that data input is complete and accurate for October 2009 through December 2010 before that date  Data will be final other than for HUD-directed changes resulting from reasonableness tests  This database will not be used to revise CY 2010 admin fee calculations, based on January 22 database 63