CPD - Community Development - CDBG Data Cleanup

HUD requires accurate and timely information on the results of CDBG-assisted activities. Accomplishments achieved with CDBG funds must be thoroughly and accurately reported in IDIS. The CDBG Data Cleanup is a vital tool for improving the quality of CDBG data in IDIS and ensuring that HUD can provide complete and reliable information on overall program performance to our stakeholders.

CDBG Data Cleanup spreadsheets are generally updated once a month. CDBG grantees should check their workbooks once a month to ensure their data remains error free. The workbooks for each grantee contain four individual worksheets that identify activities with:

Phase 1 -- missing accomplishment data
Phase 2 -- incorrect matrix code and national objective combinations
Phase 3 -- inaccurate or inconsistent accomplishment data
Phase 4 -- missing Organization Name on the CDBG03 screen
Phase 5 -- incomplete reporting of annual accomplishments for LMH and LMJ activities
Phase 6 -- LMH and LMJ Activities with Expenditures but No Accomplishments Reported During a Specified Program Year

Phase 5 is new as of March 2008. The CDBG program needs complete annual accomplishment data for all LMH and LMJ activities in order to accurately report on the program’s annual accomplishments and performance measures and ensure accountability. Phase 5 identifies activities for which only partial accomplishment data is reported for a given program year. For both LMH and LMJ activities, the screens with the missing accomplishment data are also those that trigger the performance measurement screens for these types of activities. This means that for the activities listed in Phase 5, the CDBG program is missing valuable accomplishment data and all performance measurement data. For the specified program year, please report the required accomplishment data on the CDBG08 screen for LMH activities and the CDBG11 screen for LMJ activities. Then enter your performance measurement data on the performance measurement screens that are displayed. It is important to note that for all of these screens you must insert the correct program year before entering the data. Failure to do so will result in an undercounting of your accomplishments and performance measures for the specified program year and will also be reflected in lower national totals for the CDBG program.

Phase 6 is new as of August 2008. The purpose of this phase of the data cleanup is to ensure that, for LMH and LMJ activities, grantees have not overlooked entering accomplishments and performance measures in IDIS. It is critical that all accomplishments achieved during a program year be reported in IDIS on a timely basis. This phase lists all LMH and LMJ activities for which funds were expended during the most recent or the current program year and for which no accomplishments or performance measures were reported. The CDBG program recognizes that some of these activities may not have any accomplishments during the program year. In that case, no action is required. However, if an activity achieved accomplishments for any of the activities listed in Phase 6, those accomplishments and their performance measures should be entered in the correct program year as soon as possible. This phase is intended to assist grantees in their reporting efforts and ensure accomplishments achieved with CDBG funds are fully reported in IDIS. Reporting of accomplishments and performance measures in IDIS is the only way HUD and our stakeholders have to measure the results of the CDBG program. Incomplete reporting results in the undercounting of your efforts to assist low- and moderate income persons across the country and fails to demonstrate the full value of the CDBG program.