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PIC Demo-DispoThis
website outlines procedures to be followed to properly update data in PIC for
removing public housing buildings and units from inventory. "Removals from inventory"
include: - Section 18 Demolition and Disposition ("demo/dispo")
- Public Housing Homeownership
- DeMinimis
- Eminent Domain, and
-
Mandatory or Voluntary Conversions
We will also provide information
about how to report "floating units" in mixed finance developments.
We will provide you with data and reference materials to help you understand and
perform the required procedures. For more detailed information about these
types of removals from inventory, visit the Special Application Center web pages
at http://www.hud.gov/offices/pih/centers/sac/demo_dispo/index.cfm
The new "Demo-Dispo" sub-module in PIC is designed to record all removals from
inventory including all forms of demolition/disposition and homeownership. It
is where: 1. HAs will apply to remove buildings and units from the public
housing inventory by Demolition, Disposition, Homeownership, DeMinimis, Eminent
Domain, and Mandatory Conversion, 2. The SAC will record its approvals
of applications for removal, and then 3. HAs will record the actual
dates of removals from the public housing inventory For the next few months,
we will be in a transitional phase from our former Integrated Business System
(IBS) to the new PIC Demo-Dispo system for recording removals from inventory.
In September, 2002, the IBS was taken off line and the demo-dispo data in it
was archived. In IBS, demo-dispo approval and removal data was recorded only in
summary form at the development level. There was no detail in IBS about individual
buildings or units. It recorded that "40 units" were to be disposed in development
number "x" of but did not indicate which of the units in development "x" were
the 40 to be removed. This was because IBS only recorded the total numbers of
buildings and units for a development. The archived IBS demo-dispo summary data
has been loaded into PIC for historical reporting purposes. PIC will now process
all ongoing and future demo-dispo and homeownership activity at the level of specific
buildings and/or units. Many but not all previous inventory removals have
been already accounted for in PIC. - Some of these
past removals could not be accounted for earlier and must be added at this time.
- Others may have been recorded incorrectly and
must be corrected.
- Still others were approved
for removal and are still in progress and must be recorded as finished.
- A
few were recorded as finished without the date they were completed and must be
amended to add that completion date.
As
part of the transition to the new PIC Demo-Dispo submodule, HA and HUD staff need
to work together to identify missing and inaccurate removal data and get it corrected.
In accordance with PIH
Notice 2005-12, PIC building and unit data will soon be used for all future
Capital Fund and other PIH calculations and to do so it must be accurate. Data
corrections and updates will fall into the following categories: 1.
Inventory changes that were approved in IBS before August, 2002. 1.1.
Approval recorded in IBS, removal not started in IBS. 1.2. Approval recorded
in IBS, removal partially completed in IBS. 1.3. Approval recorded in IBS,
removal completed in IBS. 1.4. Approval and removal recorded in IBS, buildings
and units still in PIC. 2. Inventory changes that were approved
in PIC after August, 2002. 2.1. Approval recorded in PIC, removal
not started in PIC. 2.2. Approval recorded in PIC, removal to be partially
completed in PIC. 2.3. Approval recorded in PIC, removal to be completed
in PIC. 2.4. Approval and removal need to be recorded in PIC, buildings and
units not in PIC. 3. Inventory changes that were never formally approved
by HUD. 3.1. Removed buildings and units are listed in PIC.
3.2. Removed buildings and units are not listed in PIC. 4. Approved
removals recorded in PIC without completion dates. 5. Incorrect data recorded
in IBS summary data. 6. Incorrect data recorded in PIC Demo-Dispo data.
No. | Description | HA
Responsibility | FO
& SAC Responsibility | 1.
Inventory changes that were approved in IBS before August, 2002 |
1.1 | Approval
recorded in IBS, removal not started in IBS. | Ensure
bldgs & units are in PIC and marked in PIC as "approved for removal" | Ensure
units are marked in PIC as "approved for removal" |
1.2 | Approval
recorded in IBS, removal partially completed in IBS | Ensure
remaining units are in PIC and marked as "approved for removal", units marked
completed in IBS need not be listed in PIC | Ensure
remaining units are marked in PIC as "approved for removal" |
1.3 | Approval
recorded in IBS, removal completed in IBS | Ensure
all units accounted for in IBS | Ensure
all units accounted for in IBS | 1.4 | Approval
and removal recorded in IBS, buildings and units still in PIC | Submit
completed spreadsheet to FO indicating "data correction" and listing bldgs & units
to be removed | Review
spreadsheet data, resolve any discrepancies, forward to SAC |
2.
Inventory changes that were approved in PIC after August, 2002 |
2.1 | Approval
recorded in PIC, removal not started in PIC | As
removals are completed, put completion dates in PIC Demo-Dispo | Review
and approve dates | 2.2 | Approval
recorded in PIC, removal to be partially completed in PIC | Ensure
units are properly marked, as removals are completed, put completion dates in
PIC Demo-Dispo | Review
and approve dates | 2.3 | Approval
recorded in PIC, removal to be completed in PIC | As
removals are completed, put completion dates in PIC Demo-Dispo | Review
and approve dates | 2.4 | Approval
and removal need to be recorded in PIC, buildings and units not in PIC | Submit
completed spreadsheet to FO listing buildings and units to be removed | Review
spreadsheet data, resolve any discrepancies, forward to SAC |
3.
Inventory changes that were never formally approved by HUD |
3.1 | Removed
buildings and units are listed in PIC | Submit
completed spreadsheet to FO listing buildings and units removed and dates | Review
spreadsheet data, resolve any discrepancies, forward to SAC |
3.2 | Removed
buildings and units are not listed in PIC | Submit
completed spreadsheet to FO listing buildings and units removed and dates | Review
spreadsheet data, resolve any discrepancies, forward to SAC |
Other |
4 | Approved
removals recorded in PIC without completion dates | As
removals are completed, put completion dates in PIC Demo-Dispo | Review
and approve dates | 5 | Incorrect
data recorded in IBS summary data | Submit
completed spreadsheet to FO | Review
spreadsheet data, resolve any discrepancies, forward to SAC |
6 | Incorrect
data recorded in PIC Demo-Dispo data | Submit
completed spreadsheet to FO listing buildings and units to be removed | Review
spreadsheet data, resolve any discrepancies, forward to SAC |
Standard
Spreadsheet - Files of Existing DataFor any correction to the PIC demo-dispo
data that must be made, the following standard spreadsheet format should be used.
DD_data_reconc_form1.xls (MS-Excel)
The following spreadsheet file contains data for removals that were approved in
IBS. The first tab is removals that were not shown as "completed" in IBS. The
second tab is for removals that were shown as "completed" in IBS. IBS
Removals Approved.xls (MS-Excel) If approved removals were not shown
as fully completed in IBS, then the data must be updated in one of two ways: Either
(1) a summary of the remaining units that were removed must be provided with completion
date(s) or (2) the units must be listed in PIC Development submodule so they can
be marked as 'Removed from inventory". ReferencesPIC
Demo-Dispo User Guide: You may download a complete copy of the PIC Demo-Dispo
User Guide in "pdf" format from the following web address: User Guide:
http://www.hud.gov/offices/pih/systems/ pic/training/demodispomanual.pdf
(Adobe PDF) Adobe Acrobat reader is required to view or print the User
Guide. You may download a copy of the Adobe Acrobat Reader without charge from:
http://www.adobe.com/products/acrobat/readstep.html Floating
Units in Mixed Finance DevelopmentsThe following Job Aid describes how to
report data for "floating units" in mixed finance/mixed income developments. If
the floating units in your development have not been input to PIC, use this Job
Aid to determine the proper way to do so. Floating
Unit Job Aid (Adobe PDF, 6 pages) HUD ContactsThe
Special Application Center (SAC) is at 312-886-9754. SAC staff members are assigned
responsibilities by state as shown here.
SAC
Staff Member |
Phone Ext. | E-mail
Address | States
Assigned | Surendra
Patel | 2340 |
surendra_patel@hud.gov | AL,
AZ, CA, CT, DC and HI | Diane
Lombardo | 2605 |
diane_lombardo@hud.gov | DE,
FL, GA | Sunny
Grover |
2329 | sunny_grover@hud.gov | IL,
IN, KS, KY, LA and MA | Allan
Bailey | 2057 |
allen_w._bailey@hud.gov | MD
| Phaedra
Mapp |
2324 | phaedra_mapp@hud.gov | MI,
MN, MO, MS, ND | Jacqueline
Stevenson-Story | 2331 |
jacqueline_stevenson-story@hud.gov | NE,
NJ, NM, NY | William
Coutre | 2819 |
william_r._coutre@hud.gov | OH |
Cassandra
Loving |
2323 | cassandra_loving@hud.gov | PA |
Clyde
Ellzey | 2133 |
clyde_ellzey@hud.gov | RI,
RQ, SC, TN, TX | Maurie
Harris | 2147 |
maurie_harris@hud.gov | VA,
VQ | Rachel
Richardson | 2153
| rachel_richardson@hud.gov | WA,
WV, Var. HAs with data anomalies |
Field Office and SAC staff will be working with those PHAs where issues
need to be resolved in order for the remaining data on units approved for removal
or removed from inventory to be uploaded to PIC. Field Office And SAC staff will
ascertain whether the units that were missing from PIC in September 2002 needed
to be recorded in the inventory of public housing units as demolished or sold
or were already recorded in IBS as demolished or disposed of and can be ignored
here. Remaining units with addresses that are still missing from PIC will also
be identified.
Reports
A set of MS-Excel spreadsheets, provided below, have been developed to assist
PHAs to analyze their removals data and identify discrepancies and omissions.
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