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We have all discovered data errors or things we need to be changed in our Building
& Unit ("B&U") data from time to time. Below we will summarize the various situations
and what to do about them. Some things can be changed by HA Users, some must be
done by HUD Field Office Users, and a few must be done by HUD Superusers (users
with special training and greater access to the system). There are two categories
of changes: - Errors in the data that were never true.
- Modifications
or updates made to the data as time passes.
For example, if the street
address is entered incorrectly, that is an error and it must be corrected. On
the other hand, suppose the city renames a street to honor someone. That is an
update because the situation has changed. We delete duplicate entries made in
error and correct other kinds of errors. We do not delete developments, buildings,
or units that are no longer being used or are being disposed of. We remove them
from the active inventory by marking them as removed from inventory. That way
we retain a record of what was true before.
If you want to change asset management assignments of buildings to different development numbers, scroll down to " Asset Management Changes " at the bottom of this page.
There are seventeen different
situations that may apply (in some cases more than one may apply). For many of
these, we have prepared standard data correction templates. You must use the correct
template. If more than one template applies, they must be submitted as separate
transactions. For example, if you want to change five building
numbers and reassign five units to those buildings, you must first submit the
building and entrance number change template. Once that has been processed and
the building numbers are changed, you can submit the reassign unit template using
the new building numbers. The completed templates are sent
attached to an email to REAC_TAC@hud.gov.
They will be reviewed for accuracy and consistency by HUD Superusers then sent
to the maintenance contractor for implementation using a standard subroutine to
process the template. Users should put data into the templates but do not change
the column headings or add anything else to the template.
When a development,
building, entrance or unit number is changed in this way, it is changed throughout
the IMS-PIC system including the building and unit data, current and historical
tenant data, inventory removal data and CAPITAL Fund certification data.
Ones that must be done by HUD superusers:- Erroneous
or Modified Development Number
- Erroneous
or New Development Name
- Erroneous or Modified
Building or Entrance Number
- Erroneous or
Modified Unit number
- Erroneous or Modified
Unit Assignment (to a wrong building and entrance)
- Duplicate
Building Entries
- Duplicate Unit Entries
Ones done jointly by HUD Superusers, HUD field staff and the HA users: - Erroneously
Configured Row/Townhouses or Semi-Detached (duplex) Structures
Ones
done by HUD field staff: - Erroneous or Modified
Development Status
Ones done by HUD field staff and the HA users: - Erroneous
or Modified ACC Indicator Status
Ones that may be done completely
by HA users: - Erroneous or Modified Unit
Status
- Erroneous Structure Type
- Erroneous
Floor Count
- Erroneous Construction Date
- Erroneous
or Modified Street Addresses
- Erroneous Bedroom
Count
- Erroneous Door or Floor Number
Once
a set of updates or corrections has been made by the HA Users, it is a good practice
to submit the data in IMS-PIC for Field Office approval. Summary bedroom, unit
and building totals are updated automatically during the approval process. Asset
Management ChangesThere is one other kind of change that is not handled
with templates or Superusers. When a PHA wants to reassign one or more buildings
to a different development number for asset management purposes, it is done from
within the Development submodule in the "Maintain Inventory" tab.
The HA User creates a proposal to move buildings from one development to another
and saves the work. When the proposal is completed, the HA User clicks "Submit"
to submit it to the HUD Field Office.
A HUD Field Office User can access the same "Maintain Inventory" tab and review
the proposal, then Approve or Reject it. If it is approved, the building assignments
will be change at the beginning of the next operating year.
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