Disaster Recovery Grant Reporting System Training for DR CDBG Users - - PowerPoint PPT Presentation

▶
disaster recovery grant reporting system training for dr
SMART_READER_LITE
LIVE PREVIEW

Disaster Recovery Grant Reporting System Training for DR CDBG Users - - PowerPoint PPT Presentation

Sep 02, 2023 215 likes •1.57k views

Part 1 Admin Action Plans Drawdown QPR Reports Grants Disaster Recovery Grant Reporting System Training for DR CDBG Users 1 Admin Action Plans Drawdown QPR Reports Grants The Basics: DRGR Modules Drawdowns QPRs Reports Action Plans

slide-1
SLIDE 1

Disaster Recovery Grant Reporting System Training for DR CDBG Users

1

Admin Action Plans Drawdown QPR Reports Grants

Part 1

slide-2
SLIDE 2

The Basics: DRGR Modules

2

Admin Action Plans Drawdown QPR Reports Grants

Admin

Assign and certify users; add and track TA and Monitoring Events

Action Plans Group and track

progress of activities; lay out project and activity budgets; designate benefit type and proposed accomplishments

Drawdowns

Obligate funds for draws; create, approve, edit vouchers; look up voucher line item status QPRs Summarize drawdowns, expenditures,

  • bligations, and

achievements for the quarter Reports Look at financial, reporting, and user account information in an easy-to-read and exportable format

slide-3
SLIDE 3

DRGR Navigation

3

Use Main Navigation Bar to Select Module. Use Module Navigation Menu links to select screens.

Admin Action Plans Drawdown QPR Reports Grants

slide-4
SLIDE 4

DRGR Navigation: Search

  • Three ways to Search

1. Blank (no criteria – returns everything) 2. Partial (i.e. “Sun” for Sunny Day Development LLC)

  • Returns “Sunny Day”
  • Returns “Sunny Day Development LLC”
  • Returns “Sunny Day LLC”

3. Exact

  • The Results

– May be several pages – Column Headers: click to sort – Click on the links for the selected item

  • Always double-check you are searching the CORRECT

grant.

4

Admin Action Plans Drawdown QPR Reports Grants

slide-5
SLIDE 5

Getting Started

Grantee Access to DRGR DRGR Roles Testing out the System DRGR Navigation

5 5

Admin Action Plans Drawdown QPR Reports Grants

slide-6
SLIDE 6

Access to DRGR

  • Directions located on DRGR Log In page

– Send request to CPD Field Office – FO staff reviews and forwards to DRGR_Help@hud.gov

  • Default grantee role: Regular User
  • Must specifically request additional roles:

– Grantee DRGR Administrator – Request Drawdowns – Approve Drawdowns – View Only

6

Admin Action Plans Drawdown QPR Reports Grants

slide-7
SLIDE 7

DRGR Roles: Grantee

Admin Action Plans Drawdown QPR Reports Grants

7

Grantee – View Only Regular Grantee User (Default) Grantee Admin

3 Basic Roles 2 Additional Roles

  • Must request Additional Role

specifically from FO

  • Can only have one additional

role OR OR Grantee – Request Draw Grantee – Request Draw Grantee – Approve Draw Grantee – Approve Draw

OR OR

slide-8
SLIDE 8

DRGR Roles: Grantee

Admin Action Plans Drawdown QPR Reports Grants

slide-9
SLIDE 9

DRGR Roles: Grantee Administrator

  • Certifying/Recertifying Grantee Users
  • Assigning Users to a Grant

– Accessible from the Grantee Admin Page

  • Only accessible to Grantee Administrators

– When to Use It:

  • New User
  • Remove a User
  • New Grant
  • Drawdown functionality (Designated in A.P.)

– Block draws from being processed internally

9

Admin Action Plans Drawdown QPR Reports Grants

slide-10
SLIDE 10

DRGR Roles: Grantee Administrator

10

Admin Action Plans Drawdown QPR Reports Grants

  • Assigning Users to a Grant
slide-11
SLIDE 11

Grantee Administrator Role: Certifying Grantee Users

11

Admin Action Plans Drawdown QPR Reports Grants

  • Re-certifications required each 6 months
  • Expiring Notice – Only in Login Alert to User
  • Status shows in Admin Rept in Microstrategy
slide-12
SLIDE 12

Hierarchy of User Certification

12

Admin Action Plans Drawdown QPR Reports Grants

Certify Other Grantee Users

DRGR Grantee Admin Users HUD Field User: HUD Contact/CPD Rep

Certify DRGR Grantee Admin Users

HUD Field Managers in DRGR

Certify Other HUD Field Staff users in DRGR

HUD HQ DRGR Super User

Certify HUD Field Managers in DRGR

CPD rep will certify the identity of the authorized grantee contact & the grantee contact will be contacted by email to certify their DRGR grantee system administrators. * HUD Field Manager is backup under Release 7.3

slide-13
SLIDE 13

DRGR Roles: HUD

Basic roles are:

  • Regular HUD User
  • HUD – View Only

Additional Roles:

  • HUD – Approve Draw
  • CPD Rep Assigned to a Grant
  • CPD Field Manager (for User Certification)
  • HHQ Admin/Super Users

Admin Action Plans Drawdown QPR Reports Grants

13

slide-14
SLIDE 14

DRGR Roles: HUD

Admin Action Plans Drawdown QPR Reports Grants

slide-15
SLIDE 15

Assigning Users to a Grant

15

3 Helpful Reports:

  • Admin Rept04a: USERS - Grantee DRGR Users

Account Status

  • Admin Rept04b: USERS - Grantee DRGR Users

with System Role and Certification Status

  • Admin Rept04c: USERS - Grantee DRGR Users

Access by Grant

Admin Action Plans Drawdown QPR Reports Grants

slide-16
SLIDE 16

Admin Action Plans Drawdown QPR Reports Grants

Troubleshooting: System Roles in DRGR (Admin Rept04b)

slide-17
SLIDE 17

DRGR Navigation Rules

  • Navigate using DRGR Links, rather than your

browser’s.

  • Never use your browser’s BACK button.
  • Logout using the Logout link in Utilities – don’t

just close the window.

  • Save early, save often! System times-out after

20 minutes.

  • If you want to copy/paste text into DRGR, do

so from Notepad, not Word or WordPad.

17

Admin Action Plans Drawdown QPR Reports Grants

slide-18
SLIDE 18

18

Admin Action Plans Drawdown QPR Reports Grants

Major Grant Processes in DRGR

slide-19
SLIDE 19

Grantee HUD Action Plan QPR

DRAFT Original in Progress EDIT Modified-Resubmit When Ready REJECT Rejected – Await for Modification APPROVE Reviewed and Approved DRAFT Original in Progress EDIT Modified-Resubmit When Ready REJECT Rejected – Await for Modification APPROVE Reviewed and Approved

Submitted- Await for Review

AP MUST be in ‘Reviewed and Approved’ status for QPR submission QPR MUST be in ‘Reviewed and Approved’ status for AP submission

Action Plan and QPR Review Process

Admin Action Plans Drawdown QPR Reports Grants Submitted- Await for Review Submitted- Await for Review Submitted- Await for Review

slide-20
SLIDE 20

Action Plan Module

20

Admin Action Plans Drawdown QPR Reports Grants

Adding the Action Plan Adding Projects Adding Activities Adding Responsible Organizations Submitting the Action Plan

slide-21
SLIDE 21

Action Plan: Key Steps

21

Admin Action Plans Drawdown QPR Reports Grants

slide-22
SLIDE 22

Action Plan

  • Purpose

– Creates foundation and structure for reporting accurately – Helps grantees identify the data required to set up budgets and performance goals

  • Key Actions to an Action Plan

– Add the Action Plan – Confirm Grant Number – Add the Overall Narrative data – Add and edit information on ‘projects’ – Add and edit information on ‘activities’

  • Responsible Organizations
  • Narratives & Key Features (i.e. National Objective)
  • Budgets
  • Performance Measures

– Submit to HUD for Review and Approval

22

Admin Action Plans Drawdown QPR Reports Grants

slide-23
SLIDE 23

Cannot edit Action Plan if …

  • Action Plan has status of ‘Submitted – Await for

Review’

  • QPR has status of ‘Submitted – Await for Review’
  • Grantee is not assigned to the grant
  • Grant is not active
  • User has View Only

23

Admin Action Plans Drawdown QPR Reports Grants

slide-24
SLIDE 24

Action Plan status examples

Admin Action Plans Drawdown QPR Reports Grants

24

slide-25
SLIDE 25

Adding an AP to a Grant

Admin Action Plans Drawdown QPR Reports Grants

25

‘Over Due’ simply means an Action Plan has not yet been added for this grant.

slide-26
SLIDE 26

Adding an AP to a Grant

26

Admin Action Plans Drawdown QPR Reports Grants

slide-27
SLIDE 27

27

Admin Action Plans Drawdown QPR Reports Grants

slide-28
SLIDE 28

Add other funding sources and community narratives

28

Admin Action Plans Drawdown QPR Reports Grants

slide-29
SLIDE 29

Adding ‘projects’

  • PROJECTS are usually by major ACTIVITY TYPE

categories listed in the published plan:

– Housing – Economic Development – Infrastructure / Public Facilities – Administration

  • For state grantees, the projects are often the

Method of Distribution (MOD) categories

29

Admin Action Plans Drawdown QPR Reports Grants

slide-30
SLIDE 30

Adding Projects: Examples

Housing Infrastructure/ Public Facilities Administration

City A – Affordable Rental Housing City A – Single Family Rehab City B – Single Family Rehab . . . … City A – Sewer Project in Nhbd X City A – Road Project in Nbhd X City C – Water Project in Nbhd Y . . . State Admin

Admin Action Plans Drawdown QPR Reports Grants

slide-31
SLIDE 31

Special Project: Restricted Balance

  • If activities are in a Restricted Balance project,

drawdowns CANNOT be made on them until they are moved to other projects.

  • Grantees must work with CPD Representatives

to figure out why draws are restricted.

31

Admin Action Plans Drawdown QPR Reports Grants

slide-32
SLIDE 32

32

Admin Action Plans Drawdown QPR Reports Grants

slide-33
SLIDE 33

Adding Activities: Overview

  • Activities should be broken out, at a minimum, by:

– responsible organization – activity type – national objective and – multifamily building complex(if applicable) .

  • Must use correct National Objective

– Low/Mod/Middle Income Housing (DRGR=LMMI) – Low Income Housing 25% Set-aside (DRGR=LH25) – Admin (DRGR=NA)

  • All funds are drawn and all performance measures

captured at the activity level.

33

Admin Action Plans Drawdown QPR Reports Grants

slide-34
SLIDE 34

Adding ‘Activities’: Responsible Organizations

  • Required at Activity Level
  • Defined as an organization with responsibility for

completing the activity and meeting applicable federal requirements

– Subrecipients are always responsible organizations – Developers in NSP are usually responsible organizations – Contractors are not responsible organizations

  • Double-check all required data is provided
  • Optional:

– Responsible Org at Project Level – Subordinate Organizations

34

Admin Action Plans Drawdown QPR Reports Grants

slide-35
SLIDE 35

Adding ‘Activities’: Responsible Organizations

35

Admin Action Plans Drawdown QPR Reports Grants

Only add a Responsible Organization

  • nce in DRGR.
slide-36
SLIDE 36

Adding Activities: Select Responsible Organization (Page 2)

36

Admin Action Plans Drawdown QPR Reports Grants

slide-37
SLIDE 37

Adding Responsible Organization: Subordinate Organizations (optional)

37

Admin Action Plans Drawdown QPR Reports Grants

slide-38
SLIDE 38

Adding Responsible Organizations (Admin Rept05a)

38

Admin Action Plans Drawdown QPR Reports Grants

slide-39
SLIDE 39

Adding Activities

39

Admin Action Plans Drawdown QPR Reports Grants

slide-40
SLIDE 40

Adding Activities (Page 1)

Admin Action Plans Drawdown QPR Reports Grants

40

Boxes will be checked if activity is blocked for drawdowns. Click here to assign activity to a project.

slide-41
SLIDE 41

Adding Activities: Select Project Screen

41

Admin Action Plans Drawdown QPR Reports Grants

slide-42
SLIDE 42

42

Adding Activities: Example of Naming Conventions

Admin Action Plans Drawdown QPR Reports Grants

42

slide-43
SLIDE 43

Adding Activities: Proposed Performance Measures (Page 2)

  • Detailed information is required

for performance measures.

  • Activity Type selected on Page 1

directly ties to the Benefit type a grantee selects and to the proposed measures a grantee may choose from.

  • Two Steps:

1.

Enter proposed beneficiary data (Area Benefit or Direct Benefit)

2.

Enter proposed accomplishment data

43

Admin Action Plans Drawdown QPR Reports Grants

slide-44
SLIDE 44

Activity Type: Area Benefit v 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 housing and economic development, ‘Direct Benefit’

will be selected.

  • For most infrastructure and public facilities, ‘Area Benefit’ will

be selected.

44

Admin Action Plans Drawdown QPR Reports Grants

slide-45
SLIDE 45

Proposed vs Actual: Performance Measures

Enter Data only at QPR

Projected #s equal TOTAL Households

Census Screens (Persons) Survey (Persons) Enter Data only at AP

Automatic Actuals in QPR equals Projected numbers

Area Benefit

Households: Owners/Renters Housing Units: Multifamily/ Single Family Enter Data at both the AP & QPR

Admin Action Plans Drawdown QPR Reports Grants

45

Direct Benefit

FHEO Screens (Households and/or Persons)

slide-46
SLIDE 46

46

Activity Type: Area Benefit v Direct Benefit

Admin Action Plans Drawdown QPR Reports Grants Activity Type Benefit Type Tenure Property Type Area Direct Rent Own Single- Family Multi- Family Acquisition - general X X X X X X Acquisition, construction, reconstruction of public facilities X X Administration Capacity building for nonprofit or public entities X Clearance and Demolition X X X X Construction of new housing X X X X X Construction/reconstruction of streets X Disposition X X X Homeownership Assistance to low- and moderate-income X X X X Land Banking - Acquisition (NSP Only) X X X Land Banking - Disposition (NSP Only) X X X Planning X Public services X Rehabilitation/reconstruction of a public improvement X Rehabilitation/reconstruction of other non-residential X Rehabilitation/reconstruction of public facilities X Rehabilitation/reconstruction of a residential structures X X X X X Relocation payments and assistance X X X

slide-47
SLIDE 47

Activity Type: Area Benefit Data/Census

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

47

Census Data is Optional

Select the Activity Type

Admin Action Plans Drawdown QPR Reports Grants

OR

Step #1 for Area Benefit Determine Census or Survey Method

slide-48
SLIDE 48

Activity Type: Area Benefit Data/Census

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

48

Census Data is Optional

Select the Activity Type

Admin Action Plans Drawdown QPR Reports Grants

Step #2 for Area Benefit Determine geographic location

slide-49
SLIDE 49

Activity Type: Area Benefit Data/Census

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

49

Census Data is Optional

Select the Activity Type

Admin Action Plans Drawdown QPR Reports Grants

Step #3 for Area Benefit Input fields as needed.

slide-50
SLIDE 50

Area Benefit: Census - Duplicate Activity

Admin Action Plans Drawdown QPR Reports Grants

50

slide-51
SLIDE 51

Area Benefit: Census - Jurisdiction-Wide

Admin Action Plans Drawdown QPR Reports Grants

51

slide-52
SLIDE 52

Area Benefit: Census Place/Tract/Block Groups

Admin Action Plans Drawdown QPR Reports Grants

52

slide-53
SLIDE 53

Area Benefit: Census Place/Tract

Admin Action Plans Drawdown QPR Reports Grants

53

To select the geography boundary by delineating Place/Tract/ Block Area Benefit by Census, User has two options. Option #1 Select Place and Tract and calculate % of low/mod.

slide-54
SLIDE 54

54

Area Benefit: Census Block Groups

Admin Action Plans Drawdown QPR Reports Grants

Option #2 Select Place, Tract AND Block group and calculate % of low/mod.

slide-55
SLIDE 55

Activity Type: Area Benefit Data/Survey

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

55

Census Data is Optional

Select the Activity Type

Admin Action Plans Drawdown QPR Reports Grants

slide-56
SLIDE 56

Area Benefit: Survey Method

Admin Action Plans Drawdown QPR Reports Grants

56

slide-57
SLIDE 57

Area Benefit: Survey Method

Admin Action Plans Drawdown QPR Reports Grants

57

slide-58
SLIDE 58

Activity Type: Direct Benefit

58

Admin Action Plans Drawdown QPR Reports Grants

slide-59
SLIDE 59

Adding Direct Benefit Data

59

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

Admin Action Plans Drawdown QPR Reports Grants

slide-60
SLIDE 60

Direct Benefit: Example

60

Admin Action Plans Drawdown QPR Reports Grants

slide-61
SLIDE 61

Direct Benefit: Example

Admin Action Plans Drawdown QPR Reports Grants

61

Some benefit / measure types change depending on checkboxes selected

slide-62
SLIDE 62

Direct Benefit: Income Levels

  • Eligible households/persons may be

– low income (≤ 50% of the area median income) – moderate income (51%-80% of the area median income)

  • In DRGR, there is NO data field in which to enter

above moderate income ; instead, it must be incorporated into the Proposed Total.

62

Admin Action Plans Drawdown QPR Reports Grants

Performance Measure Projected Total Low Mod # of Renter 15 4 6 # of Households benefitting 15 4 6

slide-63
SLIDE 63

Proposed Accomplishments

63

Admin Action Plans Drawdown QPR Reports Grants

Every activity type has a different set of possible measures Other measure types should be entered if they apply to the

  • activity. Grantees can
  • nly enter QPR data
  • n measures if they

have estimates or a zero in the Action Plan

slide-64
SLIDE 64

Green Measures – Optional for DR CDBG

64

Admin Action Plans Drawdown QPR Reports Grants

slide-65
SLIDE 65

Performance Measures (Perf Rept01)

65

Admin Action Plans Drawdown QPR Reports Grants

slide-66
SLIDE 66

Drawdown Module

Obligating Funds Create and Approve Draw Vouchers Voucher Corrections Program Income

66 66

Admin Action Plans Drawdown QPR Reports Grants

slide-67
SLIDE 67

Drawdown Module Overview

  • Drawdown Process

– Obligate Funds – Create Draw Voucher – Approve Draw Voucher – Over Threshold?

  • Yes – Send additional info to HUD for approval
  • No – wire transfer in 2-3 days
  • Additional Functions

– Draw Corrections

  • Revise
  • Reject
  • Cancel

– Program Income

Admin Action Plans Drawdown QPR Reports Grants

Once processed by LOCCS, payment is received in 2-3 days Review & Approve Line Items

Draw Approver

Create Voucher (with at least 1 Line Item)

Draw Requester

Obligate Funds to Activity

Draw Requester Draw Approver

Draw BLOCKED if

  • ver threshold
slide-68
SLIDE 68

Voucher Process Review

DRAWDOWN REQUESTER DRAWDOWN APPROVER OBLIGATION

Can be updated by Creator or Approver 1.1) ACTIVITY OBLIGATION-

  • Search Activity

1.2) Maintain 1.1) ACTIVITY OBLIGATION-

  • Search Activity

1.2) Maintain

NEW VOUCHERS

1) Select DRAWDOWN

  • Create Voucher

A: Select/Add Activities (Pg.1) B: Submit Voucher (Pg.2) C: Confirm Voucher (P.3) D: Success Message (P.4) 2.1) Select DRAWDOWN

  • Search Voucher

2.2) Maintain Voucher 2.3) Approve/Approve Selected

EXISTING VOUCHERS

1.1) Select DRAWDOWN

  • Search Voucher

1.2) Maintain Voucher 1.3) Approve/Approve Selected 2.1) Select DRAWDOWN

  • Search Voucher

2.2) Maintain Voucher 2.3) Approve/Approve Selected

Admin Action Plans Drawdown QPR Reports Grants

slide-69
SLIDE 69

Obligate Funds: Drawdown Math Rules

Obligation amounts must be less than or equal to the Total Budget and greater than or equal to the Total Drawn Amount

(can’t decrease the obligation amount to less than the amount that has already been drawn down)

$1,000,000 ≥ $500,000 ≥ $200,000

Activity Budget ≥ Obligation ≥ Total Activity Drawn Amount

69

Admin Action Plans Drawdown QPR Reports Grants

slide-70
SLIDE 70

Obligate Funds

Admin Action Plans Drawdown QPR Reports Grants

Enter the TOTAL obligation amount and SAVE

slide-71
SLIDE 71

Create/Approve Vouchers

Funds Drawn at Activity Level: Must have Request Drawdown role Two Step Process for a Grantee

  • Step 1: Create the voucher

– Must have Draw Requester Role – Determine Program Funds v Program Income Funds – Select Activities to draw from

  • Step 2: Approve Voucher

– Must have Draw Approval role to approve – Approve / Reject entire voucher – Approve / Reject on line item basis – Provide comments

71

Admin Action Plans Drawdown QPR Reports Grants

slide-72
SLIDE 72

Create/Approve Vouchers: Roles

72

Admin Action Plans Drawdown QPR Reports Grants

slide-73
SLIDE 73

Create/Approve Vouchers: Daily Draw Thresholds

73

Admin Action Plans Drawdown QPR Reports Grants

  • Draw limit for NSP1 and NSP3 = $5 million daily per draw
  • Draw limit for NSP2* =

– Units of general local governments and States: $1,000,000 daily per draw; – Nonprofits: $500,000 daily per draw

  • If threshold exceeded, status = Approved Pending HQ
  • Grantee must e-mail supporting info to HUD Rep

– sufficient detail that the draw request was reviewed and approved in accordance with grantee procedures: should include support documentation with two grantee staff signatures/initials.

  • HUD Review (by HUD HQ users with Draw Approval rights)

– CPD Representatives must consult with HHQ prior to taking any action on a voucher. – Rely on HHQ for Guidance

slide-74
SLIDE 74

Blocked Draws – Activity Level

74

Admin Action Plans Drawdown QPR Reports Grants

slide-75
SLIDE 75

Create Voucher

Build the voucher in four steps:

  • 1. Select Activities
  • 1a. Search for Activities
  • 1b. Select Fund Type
  • 2. Enter Drawdown Amount per line items
  • 3. Confirm Voucher
  • 4. Verify voucher is confirmed

Admin Action Plans Drawdown QPR Reports Grants

slide-76
SLIDE 76
  • Necessary Role: Request Drawdown

Admin Action Plans Drawdown QPR Reports Grants

Step 1: Select Activities

slide-77
SLIDE 77

Step 1a: Search for Activities

  • Search by Grant number, Activity Type, or just

select Search to view all possible Activities

Admin Action Plans Drawdown QPR Reports Grants

Search criteria should include the grant number if the user has access to more than one grant.

slide-78
SLIDE 78

78

Admin Action Plans Drawdown QPR Reports Grants Select activities to include in the voucher

Step 1b: Select Fund Type

slide-79
SLIDE 79

Step 2: Enter Drawdown Amount per line items

79

Admin Action Plans Drawdown QPR Reports Grants

slide-80
SLIDE 80

80

Admin Action Plans Drawdown QPR Reports Grants

Step 2 (cont.)

slide-81
SLIDE 81

81

Admin Action Plans Drawdown QPR Reports Grants

Available Balance Calculations

slide-82
SLIDE 82

82

Admin Action Plans Drawdown QPR Reports Grants

Step 3: Confirm Voucher

Users with Create Voucher Rights can now enter comments at bottom of the screen

slide-83
SLIDE 83

83

Admin Action Plans Drawdown QPR Reports Grants

Step 4: Verify Voucher is Confirmed

slide-84
SLIDE 84

Drawdown: Additional Functions

  • Approve Voucher
  • View Voucher Line Item
  • Voucher Corrections

– Cancel – Revoke – Revise

84

Admin Action Plans Drawdown QPR Reports Grants

slide-85
SLIDE 85

Approve Voucher

After the Voucher has been created and ‘Saved’

  • 1. Find the voucher

– All users can Search for Voucher – Search by Status

  • 2. Approve Voucher

– Must have Draw Approval role to approve – Approve / Reject entire voucher – Approve / Reject on line item basis – Provide comments

85

Admin Action Plans Drawdown QPR Reports Grants

slide-86
SLIDE 86

Approve Voucher Line Items

86

  • Necessary Role: Approve Drawdown

Admin Action Plans Drawdown QPR Reports Grants

Approve or reject per Line Item Approve All line items at once

slide-87
SLIDE 87

87

Admin Action Plans Drawdown QPR Reports Grants

Download PDF/ Print Voucher

slide-88
SLIDE 88

View a Voucher Line Item

88

Admin Action Plans Drawdown QPR Reports Grants

slide-89
SLIDE 89

View a Voucher Line Item (FinRept04)

89

Admin Action Plans Drawdown QPR Reports Grants

slide-90
SLIDE 90

Voucher Corrections: Revising A Voucher

  • Grantee may need to revise an original voucher for

numerous reasons:

– Original costs incurred are not for the correct Activity – Error in accounting and costs need to be moved to another Activity – HUD deemed costs ineligible

  • Grantee has two options:

– Revise original voucher in DRGR AND off set next draw – Wire funds back to LOCCS

  • This option is used sparingly. Contact your CPD rep before wiring

funds back. And, once a the wired funds is processed by HUD’s CFO staff (out of Ft. Worth), there will show a negative draw on the grant and the grantee must assign the negative draw to the desired Activity

90

Admin Action Plans Drawdown QPR Reports Grants

slide-91
SLIDE 91

Voucher Corrections: Revising A Voucher Line Item

  • Roles

– To revise: Draw Requester – To approve the revisions: Draw Approver

  • Conditions

– Both activities funded from same grant – Destination activity has sufficient balance (budget and

  • bligation)

– Destination activity cannot be cancelled – Neither activity is blocked.

  • Total amount of voucher does not change: only

the amount charged to each activity changes

91

Admin Action Plans Drawdown QPR Reports Grants

slide-92
SLIDE 92

Voucher Corrections: Revise a Voucher Line Item

Admin Action Plans Drawdown QPR Reports Grants

92

slide-93
SLIDE 93

Changes in Financial Rules – Release 7.3

93

Admin Action Plans Drawdown QPR Reports Grants

slide-94
SLIDE 94

Create Voucher: Draw Math Rules

94

Admin Action Plans Drawdown QPR Reports Grants

slide-95
SLIDE 95

95

Admin Action Plans Drawdown QPR Reports Grants

slide-96
SLIDE 96

96

Admin Action Plans Drawdown QPR Reports Grants

slide-97
SLIDE 97

QPR Module

97 97 97 97

Admin Action Plans Drawdown QPR Reports Grants

Purpose of QPRs Show Progress: Grant Level Show Progress: Activity Level Prior Period Adjustments Submission & Deadlines

slide-98
SLIDE 98

QPR Overview

  • Purpose

– Report progress for quarter and cumulative basis by:

  • Identifying accomplishments once a national objective has

been met

  • Pulling financial data as entered in the Drawdown Module
  • Detail, in narrative format, progress of the grant as a whole

and per activity

  • HUD FO role

– Approval or rejection of the QPR in a timely manner – Provide and share comments with grantees (if desired)

98

Admin Action Plans Drawdown QPR Reports Grants

slide-99
SLIDE 99

QPR-Action Plan Relationship

  • QPRs cannot be submitted if changes have been made

to the Action Plan such as

– Projects added – Activities added – Budgets changed

  • Submit changes to Action Plan in advance of QPR due

dates to allow time for review

  • Performance goals changed Action Plan locked when

QPRs is submitted

99

Admin Action Plans Drawdown QPR Reports Grants

slide-100
SLIDE 100

Grantee HUD Action Plan QPR

DRAFT Original in Progress EDIT Modified-Resubmit When Ready REJECT Rejected – Await for Modification APPROVE Reviewed and Approved DRAFT Original in Progress EDIT Modified-Resubmit When Ready REJECT Rejected – Await for Modification APPROVE Reviewed and Approved

Submitted- Await for Review

AP MUST be in ‘Reviewed and Approved’ status for QPR submission QPR MUST be in ‘Reviewed and Approved’ status for AP submission

Action Plan and QPR Review Process

Admin Action Plans Drawdown QPR Reports Grants Submitted- Await for Review Submitted- Await for Review Submitted- Await for Review

slide-101
SLIDE 101

QPR Data: Sources

ACTION PLAN Project Number and Title Activity Number and Title Activity Budget Activity Description and Location Activity Type and National Objective Performance goals DRAWDOWN Grant Fund obligations Grant Fund and Program Income (PI) draws completed Receipts (Previously Program Income Received) QPR Activity Beneficiaries Assisted Activity Addresses Assisted Performance Accomplishments Expenditures Match Contribution ADMIN Visit count Issue count

101

Admin Action Plans Drawdown QPR Reports Grants

slide-102
SLIDE 102

Show Progress: Grant Level

Report on BOTH the overall grant progress and per Activity Grant Level

  • Overall Progress Narrative (can include status of

projects/programs not yet active)

  • Matching Funds
  • Overall Financial Data (pulled from each Activity)

102

Admin Action Plans Drawdown QPR Reports Grants

slide-103
SLIDE 103

Show Progress: Grant Level

Financial Data at the Grant Level:

– Aggregate financial information that has been entered at the Activity to provide a grant level analysis (except Match) – Only view this info once the QPR is ‘downloaded’ or ‘view’.

103

Admin Action Plans Drawdown QPR Reports Grants

slide-104
SLIDE 104

Show Progress: Add/Edit a QPR

Admin Action Plans Drawdown QPR Reports Grants

104

Grantees must add each QPR to be prompted for the next due date

slide-105
SLIDE 105

Show Progress: Add/Edit a QPR

  • Data Entry Steps

– From QPR Module – Select Contact Name – Click on Grantee Activity Number to edit – Provide Overall Narrative – Click Submit

105

Admin Action Plans Drawdown QPR Reports Grants

slide-106
SLIDE 106

Show Progress: Grant Level

106

Admin Action Plans Drawdown QPR Reports Grants

slide-107
SLIDE 107

Show Progress: Activity Level

NOT required to report on each activity every quarter,

  • nly on the ones with financial or performance changes

from the previous quarter

  • Accomplishments: QPR will show only the measures

for which grantees have entered estimates in the Action Plan.

  • Enter once an end use has been met for Addresses,

Beneficiary Data, Accomplishments.

  • Financial: all data pulled from the Drawdown EXCEPT
  • Expenditures
  • Matching Funds
  • Activity Status

107

Admin Action Plans Drawdown QPR Reports Grants

slide-108
SLIDE 108

Show Progress: Activity Level

  • Beneficiary & accomplishments
  • Report once end-use has been met
  • Addresses: Manual Entry
  • Prior Period Adjustments (negative #s allowed)
  • FHEO Data: Based on Activity Type and Benefit data

defined in the Action Plan, QPR - Page 1 may require FHEO data.

  • Financial Data
  • Expenditure vs. Drawdown data
  • Program Income
  • Activity-specific narrative

108

Admin Action Plans Drawdown QPR Reports Grants

slide-109
SLIDE 109

Show Progress: Activity Level – Beneficiary Data

Admin Action Plans Drawdown QPR Reports Grants

slide-110
SLIDE 110

Addresses - Residential Buyouts

Admin Action Plans Drawdown QPR Reports Grants

slide-111
SLIDE 111

Show Progress: Activity Level– Accomplishments

The ‘Actual Accomplishments’ fields included in the QPR are determined by the fields entered in the Action Plan under ‘Proposed Accomplishments.’ Example of ‘Rehabilitation/ reconstruction of residential structures’

Admin Action Plans Drawdown QPR Reports Grants

slide-112
SLIDE 112

Show Progress: Activity Level- Accomplishments

112

For Direct Benefit activities, the Actual Beneficiary section is pulled from Edit Performance Report – Activity Page 1.

Admin Action Plans Drawdown QPR Reports Grants

slide-113
SLIDE 113

Show Progress: Activity Level - Financial

Read Only (info from Drawdown Module & AP): this information is automatically taken from the system on the last day of the quarter.

Admin Action Plans Drawdown QPR Reports Grants

slide-114
SLIDE 114

Showing Progress: Activity Example

Admin Action Plans Drawdown QPR Reports Grants

114

slide-115
SLIDE 115

Showing Progress: Activity Example

Admin Action Plans Drawdown QPR Reports Grants

115

slide-116
SLIDE 116

Showing Progress: Activity Example

Admin Action Plans Drawdown QPR Reports Grants

116

slide-117
SLIDE 117

Prior Period Adjustments (Direct Benefit Activity)

  • DRGR will check the cumulative totals for total

households from the race/ethnicity data and compare it to the cumulative totals by income

  • level. Additionally, it checks cumulative totals by

tenure and by housing unit.

  • If there is an inconsistency, DRGR will display an

error message and a user must make prior- period corrections.

  • Error message example:

Cumulative sum of income levels for ‘Households - Total’ must be

equal to cumulative sum of ‘Owner – Total’ <Number>

117

Admin Action Plans Drawdown QPR Reports Grants

slide-118
SLIDE 118

Prior Period Adjustments

118

For Step B. Two methods to review and analyze data already in DRGR:

  • Pull DRGR PerfReport 1 and PerfReport 6
  • ‘View Cumulative Totals’ Link

Admin Action Plans Drawdown QPR Reports Grants

slide-119
SLIDE 119

Prior Period Adjustments

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)

Admin Action Plans Drawdown QPR Reports Grants

HOUSEHOLDS Rent Own Total Low Income 29 29 SF 146 Moderate Income 117 117 MF TOTAL 146 146

TOTAL

146 Total Hisp Total Hisp Total Hisp White 119 40 119 40 Black/ African American 12 1 12 1 Asian 4 4 American Indian / Alaska Native Native Hawaiian/ Other Pacific Islander 1 1 Asian & White 8 1 8 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 TOTAL 146 42 146 42 Female Headed Households

27 27 1

HOUSEHOLDS

HOUSING UNITS

Total Own Rent Rent Own Total 29 29 SF 106 106 MF 135 135

TOTAL

135 Total Hisp Total Hisp Total Hisp

29 29

HOUSING UNITS

Rent Own Total

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

Rent Own Total SF 146 11 11 MF 11 11

TOTAL

11 Total Hisp Total Hisp Total Hisp 119 40 119 40 12 1 12 1 4 4 1 1 8 1 8 1 2 2 146 42 146 42

  • 2
  • 2

1

HOUSING UNITS

Rent Own Total

slide-120
SLIDE 120

Admin Module

120 120 120

Admin Action Plans Drawdown QPR Reports Grants

Monitoring, Audit and Technical Assistance

  • Demonstrate oversight efforts
  • Adding/Editing Events
  • Adding/Editing Event Topics
  • Public View
slide-121
SLIDE 121

Admin Module Overview

  • Purpose

– Control user access to grants (via Grantee Admin user) – Helps grantees keep track of their oversight activities (optional)

  • Document monitoring, audit, and technical assistance activities
  • Record findings, concerns

– Keeps HUD informed of grantee monitoring and TA actions (optional)

  • HUD FO role:

– Can review grantee’s activities – NOT for HUD staff to report on HUD’s monitoring activities

121

Admin Action Plans Drawdown QPR Reports Grants

slide-122
SLIDE 122

Monitoring

Finding Concern

Audit

Audit Topics

Technical Assistance

TA Topics Monitoring & Technical Assistance Finding Concern TA Topics

1 2

Monitoring/Audit/TA Flow Chart

Admin Action Plans Drawdown QPR Reports Grants

Two Basic Levels:

  • 1. Events (4 different types of Events to chose from)
  • 2. Findings, Concerns and/or Topics
slide-123
SLIDE 123

123

Categories: Program Requirement

Admin Action Plans Drawdown QPR Reports Grants

  • Drop down menu of Program Requirement Category

codes are unique to each appropriation.

  • Example includes NSP1 category code options:
slide-124
SLIDE 124

1st Level: Add/Edit Event

124

Admin Action Plans Drawdown QPR Reports Grants

Event Type selected corresponds with the sub category

  • ptions activated

below (Finding, Concern, Topic)

slide-125
SLIDE 125

2nd Level: Add/Edit Finding

125

Admin Action Plans Drawdown QPR Reports Grants

slide-126
SLIDE 126

2nd Level: Add/Edit Finding

126

Admin Action Plans Drawdown QPR Reports Grants

slide-127
SLIDE 127

2nd Level: Findings - Corrective Action

  • No Action Required
  • Corrective Actions

– Reprogram Funds – Reimburse – Change Payment – End/Alter – Future Grant – Other

 Sanctions

– Hearing – Reduce/Suspend/ De-

  • bligate Funds

– Reduce future grant – Terminate grant – Other

127

Admin Action Plans Drawdown QPR Reports Grants

slide-128
SLIDE 128

2nd Level: Add/Edit Concern

128

Admin Action Plans Drawdown QPR Reports Grants

slide-129
SLIDE 129

2nd Level: Add/Edit Audit Topic

129

Admin Action Plans Drawdown QPR Reports Grants

slide-130
SLIDE 130

2nd Level: Add/Edit Audit Topic

130

Admin Action Plans Drawdown QPR Reports Grants

slide-131
SLIDE 131

131

2nd Level: Add/Edit TA Topic

Admin Action Plans Drawdown QPR Reports Grants

slide-132
SLIDE 132

132

2nd Level: Add/Edit TA Topic

Admin Action Plans Drawdown QPR Reports Grants

slide-133
SLIDE 133

Search Events

133

Admin Action Plans Drawdown QPR Reports Grants

slide-134
SLIDE 134

Public View: Summary (QPR)

134

Admin Action Plans Drawdown QPR Reports Grants

slide-135
SLIDE 135

Additional Resources

135

DRGR Help e-mail (DRGR_Help@hud.gov) 1-800-998-9999 Official DRGR Help Site (features videos, module guides, etc.): http://www.hud.gov/offices/cpd/co mmunitydevelopment/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)

Admin Action Plans Drawdown QPR Reports Grants