Why do we have IMS-PIC?
The Office of Public and Indian Housing (PIH) developed a state
of the art system to improve the submission of information to the
Department of Housing and Urban Development (HUD). The PIH Information
Center (PIC) facilitates more timely and accurate exchanges of data
between Housing Authorities (HAs) and Local HUD Offices.
What is IMS-PIC?
PIC allows HAs to electronically submit information to HUD. The
first release was successfully implemented on December 15, 1999
and introduced a flexible, scaleable, Internet-based approach which
enables Housing Authority users and Department personnel to access
a common database of Housing Authority information via their web
browser from anywhere.
Due to the success of this application, the PIH Information Center
technical architecture will continue to be used as the foundation
for future PIH systems.
PIC is evolving into the PIH Inventory Management System or IMS.
During the 3-year transition period, we are using the terminology
IMS-PIC to refer to the evolving system. IMS-PIC is responsible
for maintaining and gathering data about all of PIH’s inventories
of HAs, Developments, Buildings, Units, HA Officials, HUD Offices
and Field Staff and IMS-PIC Users.
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How does IMS-PIC benefit me?
It centralizes PIH data
IMS-PIC centralizes information regarding the monitoring and recovery
efforts of Housing Authorities undertaken by the Field or Headquarters
Offices. HUD PIH users also require a central repository to view
Housing Authority characteristics and contact information.
It reduces data entry
IMS-PIC enables Housing Authorities to update their data online.
This allows field personnel to focus on providing assistance to
Housing Authorities and reducing the burden of paper submission
and data entry. PIC also enables Local HUD Offices to focus on upholding
fair housing practices.
It supports OIG compliance
IMS-PIC supports the Office of the Inspector General (OIG) requirement
for PIH to maintain a detailed audit trail of interactions with
Housing Authorities and track issues to closure.
It provides virtual office capability
By using a modern web browser to access IMS-PIC, HUD and HA users
have access to PIH systems from any place in the world where they
have internet access.
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IMS-PIC Modules and Sub-Modules
PIC Maintenance
Security
The Security Administration sub-module allows PIC Security Coordinators
the ability to create and maintain users, as well as create and
maintain access roles. PIC Security Coordinators assign roles to
users and determine which user roles have access to the different
entities and different security levels within the respective modules
based on direction from local management.
Reference
The Reference sub-module allows specified users to maintain system
code tables, used to operate and control the system. Users also
maintain various reference tables of data such as the State table,
the Congressional District table, and the table. This sub-module
is only used by HUD Headquarters personnel.
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PIH Information
SEMAP
The Section 8 Management Assessment Program (SEMAP) measures PHA
management performance in 14 key areas of the Section 8 tenant-based
assistance programs. Public Housing Authorities that manage Section
8 Housing will be required annually to electronically submit and
verify their SEMAP Certifications. PHAs will have 60 days following
their fiscal year end to complete their certifications online and
submit them to their Field Office for review and final approval.
SEMAP measures the PHA's ability to afford decent rental units at
a reasonable subsidy cost as intended by Federal housing legislation
and by Congress' appropriation of Federal tax dollars for these
programs.
Risk Assessment
The Risk Assessment Submodule is used by Field Office staff to compare
HUD’s exposure or “risk” at HAs based on an assessment of their
performance, amount of funding and compliance scores. HAs with lower
performance, more funding, or more compliance issues receive higher
risk points. The combined total of risk points is used to prioritize
an HA’s need for assistance. The system also permits users to document
qualitative factors that would indicate an exceptional situation.
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Housing Inventory
Housing Authority
The Housing Authority sub-module stores
the total number of developments and units under management of the
Housing Authority as well as general information about the Housing
Authority. In addition, physical, mailing and email addresses, phone
numbers, names and terms in office for the HA officers and other
key contacts, as well as overall unit inventory information and
historical information. Furthermore, HUD Staff Assignments, Housing
Authority Funding History, and Performance Data are maintained using
the Housing Authority sub-module.
Development
The Development Submodule provides users with a flexible method
for submitting building and unit information to HUD. The business
function provides users with the ability to download a template
to their desktop, edit the template, then upload the template to
HUD where it will be inserted into the PIC database system. The
Building and Unit Collection effort provides HUD with accurate information
about the housing inventory of each HA and a better understanding
of low-income housing resources nationwide. When the HA submits
building and unit data, the Field Office reviews it for accuracy
and acceptability and approves. Approval means it become part of
the official inventory.
Inventory Removals
The Inventory Removals submodule is where an HA applies to the Special
Application Center (SAC) to remove buildings and units from its
inventory. Reasons might include demolition or disposal for economic
or structural reasons, homeownership programs, condemnation by local
government, or mandatory or voluntary conversion to vouchers.
Reference
The Reference sub-module allows specified users to maintain simple
code tables, two-way code tables, and three-way code tables. Users
also maintain the State table, the Senior Community Builder table,
the Congressional District table, and the BOP Goals table. This
sub-module is only used by HUD Headquarters personnel.
Security
The Security Maintenance sub-module allows PIC Security Administrators
the ability to create and maintain users, as well as create and
maintain roles. PIC Security Administrators assign roles to users
and determine which user roles have access to the different entities
and different security levels within the respective modules.
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Executive Summary
The Executive Summary Module is a means to get a quick view of
the essential data about an HA. Every Public Housing Agency (PHA)
is unique. With thousands in existence, getting up-to-date, customized
information on a particular PHA can be challenging. Through the
Executive Summary Module , you can locate the latest address, contact
information, performance scores, funding data, and inventory statistics
for a particular PHA. By generating one of these summaries, anyone
from a PHA staffer to a senior HUD manager can gain an accurate
PHA snapshot 24 hours a day, 7 days a week.
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Form HUD-50058
Form 50058 Submission
Form HUD-50058 Submission sub-module collects and validates tenant
data uploaded by HAs who report on families who participate in Public
Housing or Section 8 rental subsidy programs. Housing Agencies (HAs)
collect and electronically submit information contained on the Form
HUD-50058 to provide HUD with a picture of the people who participate
in subsidized rental programs. Users receive error reports covering
any problems with data submitted.
Form 50058 Viewer
Form HUD-50058 Viewer submodule provides users the ability to bring
up tenant data previously reported for analysis or verification.
It also provides a set of reports to monitor portability data and
moves between HAs.
Form 50058 Reports
Form HUD-50058 Reports are a set of detailed, pro-forma monthly
reports covering 15 different areas of tenant data. These reports
permit the HA to monitor its own reporting to identify favorable
and unfavorable trends.
Form 50058 Tenant ID Management
Form HUD-50058 Tenant ID Management Submodule gives users the ability
to identify and correct identity problems. IMS-PIC validates all
Social Security Numbers received against the SSA national database
monthly to protect against fraud, identity theft, ineligible tenants
and duplications.
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Adhoc
Form 50058 Adhoc Report
Form 50058 Adhoc Report Submodule provides access to live tenant
data in a flexible format. Users select certain filters and which
specific fields from the Form 50058 data for immediate download.
This data is used in analysis and special reporting.
MTW Adhoc Report
Moving To Work (MTW) Adhoc Report Submodule provides access to live
tenant data in a flexible format for MTW agencies. Users select
certain filters and which specific fields from the MTW data for
immediate download. This data is used in analysis and special reporting.
HA Query Report
The HA Query Report Submodule allows nationwide searches for a Head
of Household by Social Security Number. It returns the agencys
HA Code, last action, action effective date.
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PIC Downloads Building & Unit Data
PIC Downloads
PIC Downloads Submodule permits users to download their own building
and unit data if needed for analysis or for loading into a new computer
system.
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Moving To Work (MTW)
MTW is a demonstration program for a limited number of innovative
HAs to experiment with new models for delivery of housing services
with simplified rent programs, less red tape, and the flexibility
to try out new ideas. Because of this flexibility, MTW agencies
provide less detailed tenant data than the traditional Form 50058
requires.
MTW Submission
MTW Submission Submodule is an analogue to the Form 50058 Submission
Submodule used by Moving To Work agencies. It provides a simplified
tenant dataset and relaxed edits on rent calculations.
MTW Viewer
MTW Viewer Submodule is analogous to the Form 50058 Viewer Submodule
but it works on MTW tenant data.
MTW Reports
MTW Reports submodule currently provides one report, the MTW Delinquency
Report, which is analogous to the Form 50058 Delinquency Report
for monitoring an HAs tenant data reporting rates.