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

Day 1 Session

Admin Action Plans Drawdown QPR Reports Grants

Disaster Recovery Grant Reporting System Training for NSP Users

Release 7.10

1

Session Rules

• Ask

lots

• f

questions

• Set

all cell phones to silent

• r

vibrate.

• Raise

your hand if you are having computer problems

• r

fall behind. We are here to help!

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Training Objectives

• Train NSP grantees on how to use the DRGR

system for NSP reporting.

• Walk through DRGR screens with grantees so

they can better understand the basic steps.

• Help prevent common problems with the

DRGR system.

• Show grantees how to tell their story to HUD.

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Training Schedule

• DAY 1

– Overview of the System – Detailed Review of DRGR modules and processes –Admin, Action Plans and QPR

• DAY 2

– Review of Day 1 Material – Detailed Review of DRGR modules and processes –Admin, Drawdown, and Reports – How to tell your NSP story in DRGR – Common Issues/Troubleshooting

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The Basics: DRGR Modules

Admin Action Plans

QPRs Reports

Drawdowns zyxwvutsrqponmlkjihgfedcbaYXVUTSRQPONMLJIHGFEDCBA

Summarize Look at financial, Assign and certify

Identify activities

Obligate funds drawdowns, reporting, and user users; add and

to be funded by

for draws; create, expenditures, account track T A and

• rganization,

approve, edit

• bligations, and

information in an Monitoring Events

activity type, and

vouchers; receipt achievements for easy-to-read and

project.

program income the quarter exportable format

5

Admin

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

Action Plans Identify activities to be funded by

• rganization,

activity type, and project. Drawdowns

Obligate funds for draws; create, approve, edit vouchers; receipt program income 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

Telling Your Story

• DRGR is THE place to tell your story to:

– Your CPD Representative – HUD Headquarters – Your Citizens – The wider public – Organizations and the media who request information on the program’s progress

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Getting Started

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

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Access to DRGR

• Only grantee users with the ‘User Profile

Request’ role will be able to manage other user roles in DRGR.

• With DRGR Release 7.10 (May 2014), the User

Profile Request user can:

 Request New DRGR Users  Modify Existing DRGR Users  Request User Deactivation

User requests will no longer be processed via

DRGR_Help@hud.gov

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DRGR Roles: Grantee

• Three “Basic” User Roles:

– DRGR Administrator – Regular Grantee User – View Only

• Five “Additional” Roles:

– Drawdown Roles

• Drawdown

Requester OR

• Drawdown

Approver

– Action Plan/QPR Roles

• Submit

Action Plan AND/OR

• Submit

QPR

– User Profile Request Role

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3

Grantee – View Only Regular Grantee User (Default)

Basic Roles

Grantee Admin

dditional

Or

rawdown Roles

Approve Draw

dditional Action lan/QPR Roles dditional User rofile Request Role

And / Or

Submit QPR Submit Action Plan User Profile Request

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A D A P A P

DRGR Roles: Grantee

Request Draw

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Regular Grantee Grantee Admin View Only Request Draw Approve Draw Submit Action Plan Submit QPR User Profile Request Certify Regular Grantee Users

X

Assign Users to Grants

X

View Action Plans

X X X X X X X X

Edit Action Plans

X X X X X X X

Submit Action Plans

X

View QPRs

X X X X X X X X

Edit QPRs

X X X X X X X

Submit QPRs

X

Request New DRGR Users

X

Modify Existing DRGR Users

X

Request User Deactivation

X

Update Obligations

X X

Create Draws

X

Approve Draws

X

View Receipts

X X X X X X X X

Create/Edit Receipts

X X

View Program Income Accounts

X X X X X X X X

Create/Edit Program Income Accounts

X X

Block Activities from Draws

X

View Microstrategy Reports

X X X X X X X X

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DRGR Roles: Grantee

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Multiple User Profiles: Grantee

• DRGR Users can be associated with multiple grants.
• For each grantee account a user has access to, they may

have unique DRGR roles.

• Each Grantee Account must be:

– Granted access by HUD per account (same process described

• n Slide 8);

– Assigned to individual grants by each grantee admin user; and – (Re) certified by each grantee admin user.

1. 2. One User Two grantees with different roles for each

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From the Admin Tab, select:

• Request New User or
• Manage User

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Click “Yes” if the New User has an existing USER ID, otherwise Click “No”

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Enter information for New User Select User Roles

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After clicking “Submit”, the request is submitted to your HUD Rep for Approval

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ID or Name, or click “Search”

“Username” = “User ID” Select Request “Edit” or

To Manage Existing Users, enter User

“Deactivation”

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Edit User Screen – Update Information Add/Modify Roles Submit edits to HUD Rep for Approval

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Deactivate User Screen Submit request to HUD Rep for Approval

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DRGR Roles: HUD

Basic Roles are:

• Regular HUD User
• HHQ Admin
• HUD – View Only

Additional Roles:

• HUD – Approve Draw
• CPD Rep Assigned to a Grant
• CPD Field Manager (for User Certification)

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DRGR Roles: HUD

Basic Roles Additional Roles

Regular HUD User HUD – View Only HUD Field Manager HUD Contact Assigned to Grant HUD Approve Draw Certify Grantee Admin Users X X Certify HUD Field Office Users X View Action Plans X X X X X Review Action Plans X X X X Search/View Vouchers X X X X X Approve Vouchers over Threshold X Block Activities from Drawdowns X View Receipts X X X X X View Program Income Accounts X X X X X View QPRs X X X X X Approve QPRs X X X X View Microstrategy Reports X X X X X

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Multiple User Profiles: HUD Staff

• HUD users may be associated with multiple

field offices

• Each FO account must gain access per account
• Request processed via DRGR Admin module

by HUD User with User Profile Request role

User requests will no longer be processed via CHAMPS and DRGR_Help@hud.gov

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Grantee Administrator Privileges

Grantee Administrators are responsible for:

• Assigning Users to a Grant

– When to Use It: New User, Remove a User, New Grant

• (Re)Certifying Grantees

– Every six months

• Drawdown module functionality

– Optional: Block draws from being processed internally in the Action Plan (activity level)

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Grantee Administrator Privileges

• Assigning Users to a Grant

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Assigning Users to a Grant

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

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Grantee Administrator Privileges

• Certifying Users

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Hierarchy of User Certification

Assign CPD Manager s to Field Office in DRGR

HUD HQ DR GR Super User

Certif y Other HUD Field Sta ff user s in DRGR

HUD DR GR User: CPD Field Manager

Certify Grantee Contact in DRGR

HUD DRGR User: CPD Rep

Certif y Other Grante e User s in DRGR

Grantee User: Sys Admin

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HUD FO Managers can cer‐ ctify grantee admins if CPD Reps are unavailable. CPD rep will certify the iden tity

• f

the authoriz ed grant ee conta ct & the grant ee conta ct will be contact ed by email to certify their DRGR grant ee syste m administrators.

Troubleshooting: System Roles in DRGR (Admin Rept04b)

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Subordinate Grantee Access

• Only Grantee Admin users can authorize

restricted access to Subordinate Grantees

• Subordinate Grantees can only access

activities where they are primary responsible

• rganization
• Subordinate grantees MUST have an existing

DRGR user profile

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Subordinate Grantee Roles

• Allowable roles for Subordinate Grantees:

– Edit Action Plan activity – Submit Voucher request – Submit QPR activity data

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Subordinate Grantee Actions

• Based on the Subordinate Grantee’s role the

following actions are allowable:

– Edit Activity profiles in the Action Plan – Edit Activity profiles in QPR – Create/Modify Receipts – Create Vouchers – Revise Vouchers

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Subordinate Grantee Actions

• Subordinate

Grantees cannot:

– Modify Estimated PI – Update Obligations – Create PI Accounts – Approve Vouchers – Submit Action Plan – Submit QPR

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Associate Sub. Grantee to Activity

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Assign Subordinate Grantee Roles

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Assign Subordinate Grantee Roles

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Subordinate Grantee Log‐In Screen

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CPD Plans and System Links

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Review

Getting Started Review

• DRGR Roles
• Getting Access
• Grantee Administrator

– Must assign users to grants – Must re‐certify users every six months

• Subordinate Grantees
• Links to Other CPD Systems and Plans

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Action Plans Admin Drawdown QPR Reports Grants

Action Plan Module

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

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DRGR 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

• n

‘projects’ – Add and edit information

• n

‘activities’

• Responsible

Organizations

• Narratives

& Key Features (i.e. National Objective)

• Budgets
• Performance

Measures

– Submit to HUD for Review and Approval

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DRGR Action Plan: Key Steps

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Action Plan and QPR Review Process

Both follow the same process and have the same status categories

trneaUHGD

Grantee HUD

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

Submitted‐ Await for Review Submitted‐ Await for Review

• AP MUST be in ‘Reviewed and Approved’ status for QPR submission
• AP CANNOT be edited/submitted if one or more QPRs is in

‘Submitted’ status

• Users must have Submit AP and/or QPR roles to submit

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Cannot edit a DRGR Action Plan if …

• Action

Plan has status

• f

‘Submitted – Await for Review’

• QPR

has status

• f

‘Submitted – Await for Review’

• Grantee

is not assigned to the grant

• Grant

is not active

• User

has View Only access

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DRGR Action Plan status examples

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Adding a DRGR Action Plan to a Grant

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

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Adding a DRGR Action Plan to a Grant

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Adding an AP: Grant Budget

• Enter Estimated

PI/RLF Funds to establish the Total Budget.

• May be updated

periodically as grantee re-estimates the program income to be received.

• This is the only time

the user will enter Program Income separate from Program Funds in a budget.

Since Project and Activity Budgets must include PI, the Estimated PI/RLF at the grant vel must have enough $ to accommodate these increased amounts

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Adding a DRGR Action Plan: Overall Narrative

• Narrative

information at the grant level directly corresponds to the NSP Substantial Amendment:

– Area

• f

Greatest Need – Distribution and Use

• f

Funds – Definitions and Descriptions – Low Income Targeting – Acquisition and Relocation – Public Comment

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Action Plans Admin Drawdown QPR Reports Grants

Adding DRGR Projects vs. Activities

• DRGR is a two‐tier hierarchy system:

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GRANT

PROJECT 1

ACTIVITY 1.A ACTIVITY 1.B

PROJECT 2

ACTIVITY 2.A

PROJECT 3

ACTIVITY 3.A ACTIVITY 3.B ACTIVITY 3.C

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Adding ‘Projects’

• PROJECTS

should be NSP eligible uses:

– Acquisition / Rehabilitation (Eligible Use B) – Land Bank (Eligible Use C) – Demolition (Eligible Use D) – Redevelopment (Eligible Use E) – Administration

Action Plans Admin Drawdown QPR Reports Grants

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Example Projects

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Grant Projects Activities

NSP1

• 1. REDEVELOPMENT

REDEV 1.A REDEV 1.B

• 2. DEMOLITION

DEMO 2.A

• 3. ACQ. REHAB
• ACQ. REHAB 3.A
• ACQ. REHAB 3.B
• ACQ. REHAB 3.C

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Examples: Projects vs. Activities

01 ADMIN 02 REHAB 03 DPA Housing Rehabilitation Homebuyer Assistance Administration

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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.

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Adding Projects in DRGR:

DRGR displays amount available for project budgets based on grant and Estimated PI Revolving Loan Fund (RLF) can now be identified as a Project

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Tracking Expenditure Deadlines

• Expenditure Deadline dates now reported
• HUD can block drawdowns based on dates

established in Grant Agreement

• Drawdowns can be blocked at Project and

Activity level

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Tracking Expenditure Deadlines

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Tracking Expenditure Deadlines

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Test Out the System

USER ID ROLE

TS##GA Grantee Admin/Approve Drawdown TS##GR Request Drawdown

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DRGR Navigation Rules

• Use Internet Explorer (preferably IE8)
• 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.

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DRGR Navigation

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

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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

• n

the links for the selected item

• Always

double‐check you are searching the CORRECT grant

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Case Study 1, 2, 3, & 4

• 1. Managing Accounts
• 2. Adding the Action Plan & Overall Narrative
• 3. Adding Projects
• 4. Editing Projects

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Adding Activities: Overview

• Activities

should be broken

• ut

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)

• All

funds are drawn and all performance measures captured at the activity level.

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Example Activities NSP1

• 1. REDEVELOPMENT

CITY LH25 SUB LMMI

SUB LH25

• 2. DEMOLITION

CITY LMMI

• 3. ACQ. REHAB

CITY LMMI CITY LH25 SUB LH25

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Determining Activities: City of Zorro Example

Program Description:

• 1. Redevelopment: City proposes to redevelop a site and build

8 rental units serving HH at or below 50% AMI.

• 2. Redevelopment: Subrecipient proposes to redevelop a site

and build 30 rental units serving all LMM income levels

• 3. Acquisition/Rehab: Subrecipient proposes to buy, rehab,

and sell to 4 foreclosed single‐family properties to serve HH below 50% AMI

• 4. Acquisition/Rehab: City proposes to buy, rehab, and

rent/sell 12 foreclosed properties. 10 will be single‐family to serve all LMM income levels. 2 will be multifamily rental properties for HH at or below 50% AMI

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Determining Activities: City of Zorro Example ‐ Activity Structure

• Redevelopment (Eligible Use E)

– City Redevelopment LH25 – Sub recipient Redevelopment LMMI – Sub recipient Redevelopment LH25

• Acquisition/Rehab (Eligible Use B)

– Sub recipient Acquisition/Rehab LH25 – City Single Family Acquisition/Rehab LMMI – City Single Family Acquisition/Rehab LH25 – City Multi‐Family Oak Street Property LH25 – City Multi‐Family Elm Street Property LH25

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Example: Zorro Budget

– Total Budget for Acq/Rehab Sub recipient

Acquisition/Rehab LH25 = $1MM

– Activity Type = Rehabilitation/Reconstruction of

residential structures

– All proposed costs associated with that activity are

included in that Activity’s budget. A grantee does not need to breakout in DRGR hard costs from activity delivery costs, for example.

Acquisitions Rehab Costs Disposition Costs (i.e. Closing Costs) Activity Delivery Costs Failed Acquisitions Total 360,000 $ + 596,000 $ + 20,000 $ + 14,000 $ + 10,000 $ = $1,000,000

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Adding ‘Activities’: Responsible Organizations

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

completing the activity and meeting applicable federal requirements

• Double‐check all required data is provided

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Adding Responsible Organizations

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Only add a Responsible Organization

• nce in DRGR

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System for Award Management (SAM)

Grantees must also validate Responsible Organization’s registration and status in SAM.

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System for Award Management (SAM)

Click “Look Up” and search by Entity Name, DUNS Number, or CAGE

• Code. The Top 10

matches are returned.

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System for Award Management (SAM)

After an entity is selected, grantees can view additional details.

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Adding Activities: Select Primary Responsible Organization (Page 2)

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Adding Responsible Organization: Subordinate Organizations (optional)

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Adding Responsible Organizations (Admin Rept05a)

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Incomplete Responsible Organizations

Common Issue #1 Common Issue #2

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Adding Activities

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performance measure on Page 2

If e b f p b

Adding Activities (Page 1)

Program Income will be generated, Grantee’s must stimate and budget

• PI. For an Activity

udget, program unds plus estimated rogram income to e used equals Total Budget.

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Click here to assign activity to a project

Boxes will be checked if activity is blocked for drawdowns Boxes will be checked if activity is blocked for drawdowns Activity budgets include Program Income and Program Funds Activity budgets include Program Income and Program Funds Click here to assign activity to a project Click here to assign activity to a project Boxes will be checked if activity is blocked for drawdowns Activity budgets include Program Income and Program Funds Click here to assign activity to a project Selected Activity Type will dictate the

Admin Grants Action Plans Drawdown QPR Reports

Adding Activities: Selecting an NSP Activity Type

• Consolidate multiple “phases” of program into its end use

– No need to break

• ut

by “acquisition” and “rehab”

• Common

NSP Activity Types: – Rehabilitation/reconstruction

• f

residential structures – Construction

• f

new housing – Clearance and Demolition – Land banking ‐ Acquisition – Administration

• After

a grantee selects an Activity Type, DRGR will auto‐ populate the associated performance measures and metrics

• n

Page 2

• f

the Action Plan‐Edit Activity screen.

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Adding Activities: Example of Naming Conventions

Often Accounting/ Billing Codes Often a combination of Resp Org, Act Type, & Nat Obj

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Adding Activities: Select Project Screen

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Adding Activities: Proposed Beneficiary Measures (Page 2)

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• 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

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Admin Action Plans Drawdown QPR Reports Grants

Activity Benefit 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

activities such as housing rehab, construction of new housing, homeownership subsidy, jobs created and jobs retained, ‘Direct Benefit’ will be selected.

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Admin Action Plans Drawdown QPR Reports Grants

Proposed vs Actual: Beneficiary Measures

Area Benefit Direct Benefit

Census Screens Survey FHEO Screens (Persons) (Persons) (Households and/or Persons) Households: Owners/Renters Housing Units: Multifamily/ Enter Data

• nly

at AP Single Family Enter Data

• nly

Enter Data at both at QPR the AP & QPR

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Activity Type: Area Benefit v Direct Benefit

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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 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

Adding Direct Benefit Data

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

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Admin Grants Action Plans Drawdown QPR Reports

Activity Type: Direct Benefit

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Admin Grants Action Plans Drawdown QPR Reports

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QPR Reports Grants Admin Action Plans Drawdown

Direct Benefit: Example

Admin Action Plans Drawdown QPR Reports Grants

Direct Benefit: Examples

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Admin Action Plans Drawdown QPR Reports Grants

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.

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

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‘Duplicate Activity’ Grantee # Activity # Jurisdiction‐Wide County Code/Cou nty 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 Total # Low Total # Low/Mod Total Population Admin Action Plans Drawdown QPR Reports Grants

Step #1 for Area Benefit

Activity Type: Area Benefit Data/Census

Area Benefit Census Survey Method

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Census Data is Optional

Select the Activity Type

OR

Determine Census or Survey Method

New 2014 American Community Survey (ACS) data to be updated in DRGR July 1, 2015 See DRGR Fact Sheet

Area Benefit Survey Method Total # Low Total # Low/Mod

Census Data is Optional

Survey Method Total # Low Total # Low/Mod

Census Data is Optional

Total Population Total Population

Select the Activity Type

Step #2 for Area Benefit Determine geographic location

Census Jurisdiction‐Wide County Code/Cou nty Name County Code/County Name

(in order to choose smaller geographic area)

Activity Type: Area Benefit Data/Census

Admin Grants Action Plans Drawdown QPR Reports

Admin Action Plans Drawdown QPR Reports Grants

Activity Type: Area Benefit Data/Census

‘Duplicate Activity’

p #3 for Area Benefit

Area Benefit Grantee # Activity # Census Place(s) Census Tract(s) All Block Groups Select Specific Block Groups

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Select the Activity Type

ut fields as needed.

Census ‘Duplicate Activity’ Jurisdiction‐Wide County Code/Cou nty Name County Code/County Name

(in order to choose smaller geographic area)

Survey Method Total # Low Total # Low/Mod Total Population

Census Data is Optional

Ste Inp

Admin Action Plans Drawdown QPR Reports Grants

Area Benefit: Census ‐ Duplicate Activity

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Area Benefit: Census ‐ Jurisdiction‐Wide

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Area Benefit: Census Place/Tract/Block Groups

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Area Benefit: Census Place/Tract

To select the geography boundary by delineating Place/Tract/ Block Area Benefit by Census, User has two

• ptions.

Option #1 Select Place and Tract and calculate %

• f

low/mod.

Admin Action Plans Drawdown Reports QPR Grants

Area Benefit: Census Block Groups

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Option #2 Select Place, Tract, AND Block group and calculate %

• f low/mod.

Census ‘Duplicate Activity’ Grantee # Activity # Jurisdiction‐Wide County Code/Cou nty 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 Admin Action Plans Drawdown Reports QPR Grants

Activity Type: Area Benefit Data/Survey

Area Benefit Survey Method Total # Low Total # Low/Mod Total Population

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Census Data is Optional

Select the Activity Type

Admin Action Plans Drawdown QPR Reports Grants

Area Benefit: Survey Method

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Admin Action Plans Drawdown QPR Reports Grants

Area Benefit: Survey Method

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Proposed Accomplishments: Area Benefit Example

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Adding Proposed Accomplishments

• Activity Types determine proposed
• accomplishments. Administration activity does

not have accomplishment fields.

• 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.”

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Proposed Accomplishments: Direct Benefit Example

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Performance Measures: Required v Optional

106

Performance Measure NSP1 NSP2 NSP3 Households Benefitting Required Required Required Housing Units Required Required Required Income Levels Required Required Required Renter/Owner Required Required Required Single/Multi Family Required Required Required Race/Ethnicity Required Required Required Female‐Headed Required Required Required Number of Properties Encouraged Encouraged Encouraged Green Measures Encouraged Required Required

Admin Action Plans Drawdown QPR Reports Grants

Proposed vs Actual: Performance Measures

Area Benefit

Census Screens (Households) Summary (Persons) Enter Data only at AP

Automatic Actuals in QPR equals Projected numbers

Direct Benefit

Households: Owners/Renters Housing Units: Multifamily/ Single Family FHEO Screens (Households and/or Persons) Enter Data only Enter Data at both at QPR the AP & QPR

Projected #s equal TOTAL Households 107

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Performance Measures (Perf Rept01)

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Admin Action Plans Drawdown QPR Reports Grants

Performance Measures (Perf Rept06)

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Accessing the Map Viewer

The Map Viewer is accessed through the “Investment Location” link located

• n

the Add/Edit Activity page

Admin Action Plans Drawdown QPR Reports Grants

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Admin Action Plans Drawdown QPR Reports Grants

Map Viewer – Add or Upload Shapes

Draw Shapes Upload Shapes

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Action Plan/QPR Supporting Docs

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Associate Activities

• Grantees can “associate” multiple activities in

the Action Plan

• Primarily used to link activities that have the

same beneficiaries

• Helps avoid duplication of accomplishments
• Example: A household purchased a

rehabilitated home under Activity 1, and also received downpayment assistance under Activity 2.

11 3

Associate Activities

• Activities are associated in the Action Plan “Add/Edit

Activity” Page.

11 4

Admin Action Plans Drawdown QPR Reports Grants

Admin Action Plans Drawdown QPR Reports Grants

Associate Activities

• Of the associated activities, grantees must designate

a “Primary” activity.

11 5

Admin Action Plans Drawdown QPR Reports Grants

Associate Activities

• Grantees can view the accomplishments of the

associated activities in the QPR.

• A report is generated which shows the accomplishments
• f all the activities associated within that group.

11 6

Admin Action Plans Drawdown QPR Reports Grants

Associate Activities

• Example report of accomplishments for associated

activities.

11 7

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Associate Activities

• Associated activities are also shown under the

primary activity on “View Action Plan” page.

11 8

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Edit Projects and/or Activities

• Delete
• Combine/Collapse Activities
• Move/Reassign

* Each AP edit to budget

• r

goals will change

• nly

the QPRs going forward rather than changing past QPRs. * History

• f

Activity budget changes will be maintained along with the User ID and time each change was made. Reports will be available to show these changes.

11 9

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Admin Action Plans Drawdown Reports QPR Grants

Editing Projects and Activities: Delete

Admin Action Plans Drawdown QPR Reports Grants

Editing Activities: Combining/Collapsing

• Some properties reported under multiple

Activities:

– Acquisition – Rehabilitation – Disposition

• Options

– Combine two activities into one – Keep existing setup and report performance measures under “end use” activity

• Additional Guidance: March 2011

Troubleshooting Webinar

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Admin Action Plans Drawdown QPR Reports Grants

Editing Activity Types

• If attempting to change an activity type, you may be

prompted with a warning message if accomplishments have been reported in the QPR.

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Admin Action Plans Drawdown QPR Reports Grants

Edit Activities: Moving/Reassigning

Only select YES if you are moving the activity across projects and you want to automatically reduce the project budget where the activity came from and increase the project budget where it is going

123

Admin Action Plans Drawdown Reports QPR Grants

Editing Activities: Review (FinRept07b)

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Admin Action Plans Drawdown QPR Reports Grants

Edit Activities: Action Plan Status

• Any change can trigger ‘Modified’ status.
• Check on the status of your AP to ensure QPR

submission won’t be delayed.

• Communicate with HUD Rep to expedite the

review process; Courtesy call/email to highlight the specific changes you’ve made.

• Field Office staff should regularly check on Action

Plan status: grantees may not be aware that they need to resubmit/still need to be approved.

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Admin Action Plans Drawdown QPR Reports Grants

Submit Action Plan

• Once all the edits/additions

to the Action have been completed, Grantees must submit the Action Plan to HUD for review and approval.

• After clicking submit, the

grantee’s HUD Rep’s email will default in the “To” field. Grantees have the option of searching and adding additional email recipients.

• HUD will be unable to view

changes, so it is recommended grantees send an email to their HUD Rep explaining the changes.

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Admin Action Plans Drawdown QPR Reports Grants

Email Subscriptions for AP and QPR

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Case Study 5, 6 & 7

• 5. Responsible Orgs & SAM
• 6. Adding Activities
• 7. Editing Activities

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Admin Action Plans Drawdown QPR Reports Grants

The complete set of DRGR Upload capabilities are displayed at: https://www.hudexchange.info/resource/3703/drgr-data-upload-templates/

Data Uploads

• Users can now upload data into DRGR:

Action Plan QPR

• Add/Edit Projects
• Accomplishments
• Add/Edit Activities
• Beneficiaries
• Add/Edit Responsible
• Addresses

Organizations

• Expenditures

Admin Drawdown

• Add/Edit/Deactivate User
• Vouchers
• Batch Uploads
• Obligations

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Data Upload: Action Plan

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Data Upload: Action Plan

131

Click to download existing data CSV Template

Admin Action Plans Drawdown QPR Reports Grants

Data Upload: Action Plan

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Data Upload: Action Plan

Save as .CSV (Comma Delimited) file

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Data Upload: Action Plan

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Admin Action Plans Drawdown QPR Reports Grants

Data Upload: Action Plan

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Admin Action Plans Drawdown QPR Reports Grants

Data Upload: Project

136

Upload Project

Admin Action Plans Drawdown QPR Reports Grants

Data Upload: Project

137

Select Data to Add/Edit Upload CSV File Download Existing Data

Admin Action Plans Drawdown QPR Reports Grants

Data Upload: Responsible Org.

138

Upload Responsible Organizations

Data Upload: Responsible Org.

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Admin Action Plans Drawdown QPR Reports Grants

Select Data to Add/Edit Upload CSV File Download Existing Data

Review

Action Plan Module Review

• Adding

the Action Plan

• Projects
• Responsible

Organizations

• Activities

– Adding

• Basics
• Beneficiary

Data

• Proposed

Accomplishments

• Investment

Location (Map Viewer functions)

• Supporting

Documents (optional)

– Moving / Re‐assigning Activities – Combining Activities

• Submitting

the Action Plan

– Email notices/subscriptions

• Data

Uploads

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QPR Admin Action Plans Drawdown p Re orts Grants

QPR Module

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

141 141 141 141

QPR Overview

• Purpose

– Report progress for quarter and cumulative basis by:

• Identifying

accomplishments once a national

• bjective

has been met

• Pulling

financial data as entered in the Drawdown Module

• Detail,

in narrative format, progress

• f

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)

142

QPR Admin Action Plans Drawdown p Re orts Grants

QPRs

• n

Grantee Website Allow Public to Compare Accomplishments to Substantial Amendments

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QPR Admin Action Plans Drawdown p Re orts Grants

Admin Action Plans Drawdown QPR Reports Grants

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

• QPR cannot be submitted if Action Plan is not

“Reviewed and Approved”

• Action Plan cannot be edited if one or more QPRs is in

‘Submitted’ status

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Admin Action Plans Drawdown QPR Reports Grants Grants

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 Grant Fund obligations Grant Fund and Program Income (PI) draws completed Program Income Received DRAWDOWN QPR Activity Beneficiaries Assisted Activity Addresses Assisted Performance Accomplishments Expenditures Match Contribution ADMIN Visit count Report count

145

QPR dmin Action Plans Drawdown Reports Grants A

Show Progress: Grant Level

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

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

QPRs will track and display all Action Plan changes that occurred within that quarter, not after the end

• f the quarter

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Admin Action Plans Drawdown QPR Reports Grants

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’.

Admin Action Plans Drawdown QPR Reports Grants

Show Progress: Grant /Project Level

148

Show Progress: Add/Edit a QPR

149

Grants Admin Action Plans Drawdown QPR Reports

Show Progress: Add/Edit a QPR

• Data

Entry Steps

– From QPR Module – Select Contact Name – Provide Overall Narrative – Click

• n

Grantee Activity Number to edit – Click Submit

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Admin Grants Action Plans QPR Drawdown Reports

Show Progress: Grant & Project Level

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Grant or project level accomplishments and/or status should be entered into the OVERALL PROGRESS NARRATIVE.

Admin Action Plans Drawdown QPR Reports Grants

Show Progress: Activity Level

NOT required to report

• n

each activity every quarter,

• nly
• n

the

• nes

with financial

• r

performance changes from the previous quarter

• Accomplishments:

QPR will show all the measures for which grantees have entered estimates in the Action Plan.

• Enter
• nce

an end use has been met for Addresses, Beneficiary Data, Accomplishments.

• Financial:

all data pulled from the Drawdown EXCEPT

• Expenditures
• Matching

Funds

• Activity

Status

152

Show Progress: Activity Level

• Beneficiary

& Accomplishments

– Repor t HH assisted and Addresses

• nce

end‐use has been met – Incom e and FHEO Race/Ethnicity Data for Direct Benefit – Prio r Period Adjustments (negative #s allowed)

• Financial

Data

– Expenditure vs. Drawdown data

• Activity‐specific narrative:

– Special notes on activity status or accomplishments that don’t fit into standard measures in DRGR (e.g. applications processed) – Supporting Documents

153

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Admin Action Plans Drawdown QPR Reports Grants

Show Progress: Activity Level – Beneficiary Data

154

Admin Action Plans Drawdown QPR Reports Grants

Show Progress: Activity Level ‐ Addresses

To enter address information click ‘Maintain Address’, then ‘Add Address’ Address information can be entered and saved on the Add Address screen

155

Show Progress: Activity Level ‐ Addresses

156

Admin Action Plans Drawdown QPR Reports Grants

Show Progress: Activity Level ‐ Addresses

• Using HUD's Geocode Service Center (GSC), DRGR will check the

addresses you have entered and confirm whether or not they are valid.

157

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Admin Action Plans Drawdown QPR Reports Grants

Show Progress: Activity Level ‐ Addresses

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Admin Action Plans Drawdown QPR Reports Grants

Action Plan/QPR Address Display

Users have the

• ption to display or

conceal address information located in Action Plan and QPR PDF downloads

159

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Show Accomplishments

Example of ‘Rehabilitation/ reconstruction of residential structures’

160

Progress: Activity Level–

The ‘Actual Accomplishments’ fields included in the QPR are determined by the fields entered in the Action Plan under ‘Proposed Accomplishments.’

Show Progress: Activity Level‐ Accomplishments

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

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Admin Action Plans Drawdown QPR Reports Grants

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.

162

Grants Admin Action Plans Drawdown QPR Reports

Show Progress: Activity Level ‐ Financial

Record funds that have been EXPENDED during the quarter. Expended means outlays for either internal costs or external (subgrantee, developer, contractor) payments of goods and

• services. These may or may not have been drawn yet.

163

Admin Action Plans Drawdown QPR Reports Grants

Showing Progress: Activity Example

164

Showing Progress: Activity Example

165

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Admin Action Plans Drawdown QPR Reports Grants

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>

166

Prior Period Adjustments (Direct Benefit Activity)

Common reasons for a grantee needing to make prior period adjustments:

• In

the Action Plan during the quarter, a new benefit type was selected. However, in prior QPRs, the grantee has already reported accomplishment data.

• In

the Action Plan during the quarter, benefit measures (i.e.

• wner/renter,

single‐family/multi‐family) are added

• r

modified. However, in prior QPRs, the grantee has already reported accomplishment data.

• Backing
• ut

incorrect data

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Admin Action Plans Drawdown QPR Reports Grants

Prior Period Adjustments

Purpose: Bring key categories and subcategories into balance depending on what has already been reported in prior QPRs. How to:

• Step

A: Determine the correct ACTUAL cumulative data for that Activity (regardless

• f

what DRGR shows).

• Step

B: Determine the cumulative data showing in the DRGR (based

• n

information from the immediately prior QPR).

• Step

C: Adding Step A and Step B together, calculate the IN QUARTER data to be entered in the QPR.

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Prior Period Adjustments

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

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

169

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Prior Period Adjustments

Rent Own Total Total Hisp Total Hisp Total Hisp

29 29

170 Step A. Identify and enter totals from grantee’s Step B. Identify data already in DRGR

• wn data tracking

(Use last approved QPR for cumulative totals)

HOUSEHOLDS Rent Own Total

Low Income

29 29

Moderate Income

117 117 TOTAL 146 146

HOUSIN G UN ITS

SF 146 MF

TOTAL

146

Rent Own Total 29 29 106 106 135 135

HOUSING UNITS

SF MF

TOTAL

135

Total Hisp Total Hisp Total Hisp

White

119 40 119 40

Black/ African American

12 1 12 1

As ian

4 4

American Indian / Alas ka Native Native Hawaiian/ Other Pacific Is lander

1 1

As ian & White

8 1 8 1

American Indian / Alas ka Native & White Native Hawaiian/ Other Pacific Is lander & White Black/ African American & White

2 2

American Indian / Alas ka Native & Black/African American

TOTAL 146 42 146 42

Female Headed Households

27 27 1

HOUSEHOLDS Total Own Rent

Prior Period Adjustments

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Admin Action Plans Drawdown QPR Reports Grants

(combines in‐quarter data and prior period corrections)

Rent Own Total 11 11 11 11

HOUSIN G UN ITS

SF 146 MF

TOTAL

11 Rent Own Total 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

Step C. Automatically sums totals for grantee to enter into current APR

Reports Grants Admin Action Plans Drawdown QPR

Prior Period Adjustments

Issue Guidance New benefit measure selected with existing data in old QPRs The “HOUSING UNIT” data in yellow demonstrates an example where 135 housing units were entered through the prior QPR, but the grantee had not entered any data in “SF” (i.e., single‐family). If the grantee selected SINGLE FAMILY in the Action Plan during the last quarter and another 14 units were completed, they would enter 11 in HOUSING UNITS and 146 in SF HOUSING UNITS. Backing out old data Grantees can enter negative numbers in QPRs in different beneficiary data fields as long as cumulative totals equal. Regular data entry (categories and subcategories already selected in prior QPRs) If there is only one subcategory and it was selected before the last QPR, then there is a low likelihood for prior period corrections needed. In this case, there are 11 new households showing and 11 new owner households.

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Submission

Prior to submitting the QPR, review the following:

• Make

sure Action Plan is not under review

• Are

you in compliance

• f

funding restrictions?

• Is

Overall Progress Narrative sufficient to explain the progress

• r

lack

• f

progress?

• When

reviewed as a whole, does QPR provide HUD enough information to show sufficient progress?

• Are

all the performance metrics entered in compliance? Have they met an end‐use?

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Deadlines

First QPR is due: 30 days after the first full quarter after the grant agreement is executed. Then,

• For NSP1 and NSP3, remaining QPRs are due

within 30 days of the end of the calendar quarter.

• For NSP2, remaining QPRs are due within 10 days
• f the end of the calendar quarter.
• If a QPR has been rejected, a grantee has 10 days

to remedy the issue and resubmit. Second consecutive late QPR = finding HUD’s Action:

• QPR

action is due within 30 days

• f

QPR submission.

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Case Study 8‐10

• 8. Add/Edit/Save QPR
• 9. Prior Period Corrections
• 10. Data Upload: Addresses

175

Data Uploads: QPR Data

• Upload multiple activity records into QPR
• Preloaded QPR Templates
• Use to distribute to subordinate organizations

for data collection and reporting

176

Admin Action Plans Drawdown QPR Reports Grants

Data Uploads: QPR Data

• Add/modify:

– Activity Progress Narrative – Addresses – Address Supporting Information

• Affordability

Monitoring Data

– Accomplishments and Beneficiaries – Expenditures

177

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Data Uploads: QPR Data

178

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Admin Action Plans Drawdown QPR Reports Grants

Data Uploads: QPR Data

Select Data to Edit Upload CSV File Download Existing Data

179

Admin Action Plans Drawdown QPR Reports Grants

Post Close‐Out Reporting for NSP

• Submit QPRs Post Close‐Out:

– Change Reporting Cycle from Quarterly to Annual – Track Program Income Receipts and Expenditures – Report on Affordability Period Monitoring

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Post Close‐Out Reporting

181

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Post Close‐Out Reporting

Admin Action Plans Drawdown QPR Reports Grants

Post Close‐Out: Tracking PI

• Allowable uses of PI based on annual receipt

thresholds provided in NSP Close‐Out Notice

> $25K must be reported > $250K must allocate 25% of PI to LH25 Households

• Based on the thresholds, grantees must

continue to:

– Create Program Income Receipts and Vouchers – Report Expenditures in DRGR

183

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Post Close‐Out: Affordability Period

• Maintain Address function: Address Support Info

184

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Manage Addresses: Individual QPR

185

Admin Action Plans Drawdown QPR Reports Grants

Managing Addresses: Across QPRs

186

Admin Action Plans Drawdown QPR Reports Grants

Managing Addresses: Across QPRs

187

Review

QPR Review

• QPRs are crucial for showing progress – both

financial and performance!

• Performance Measure data is directly tied to

the Activity Type entered in the Action Plan.

• Timing

– Due within 30 days – Do not be late in submission! – Plan out timing for changes to Action Plan

188

Day 1 Review

Key Basics

• 5

Modules

• f

DRGR

• User

Roles

• Elements
• f

the Action Plan

– Projects – Activities – Benefit Type and Projected Accomplishments

• QPR

Reporting

– Enter accomplishments and narratives – Prior Period Corrections

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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 option 9.

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 from error message MULTIPLE

SESSIONS and/or other user account access issues?

– E‐mail: DRGR_Help@hud.gov

• …I am a grantee and am missing information in LOCCS (TIN or

Bank Routing Information).

– Your HUD CPD Representatives!

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Who can I find answers to…

• General DRGR How To questions

– HUD Exchange Frequently Asked Questions (FAQ): https://www.hudexchange.info/resource/134/drgr‐ knowledgebase‐faqs/

• …I have more than a quick question or our DRGR team needs

some one‐on‐one technical assistance?

– DRG R Ask‐A‐Question at: https://www.hudexchange.info/get‐assistance/my‐ question/

TIP: Include screenshots along with a description of actions you are trying to complete in DRGR along with specifics such as grant and activity numbers

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Admin Action Plans Drawdown QPR Reports Grants

End of 1st Day Session

• Additional

Questions…

• Thanks

for attending – please feel free to share any feedback you have with us!

• Items

we’ll be covering tomorrow:

– Admin Module – Drawdown Module – Reports Module – Telling Your NSP Story via DRGR – Common Issues & Troubleshooting

192