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Development
FAQs - IMS/PIC
Contents
Browse Questions and AnswersHow are new developments added to IMS/PIC? Who is responsible for entering this information? When? Developments are added to IMS/PIC by the HUD Field Office after all of the legal documentation for the new development has been completed and signed. The HUD Field Office creates a placeholder development in IMS/PIC and enters some preliminary information, including the following required fields:
The creation of placeholder developments in IMS/PIC enables HUD to track the production of new Public Housing units. After the Field Office has added the placeholder development, the PHA enters buildings and units into the development. HUD reviews and, as appropriate, approves the PHA's submission. Once approved, the building and unit data will move from uploaded to approved/completed status. This process is identical for traditional Public Housing developments and for Mixed Finance developments. Note that for Mixed Fixed developments all units should be entered into IMS/PIC, whether or not they are covered under the ACC agreement. This enables HUD to conduct accurate and thorough physical (PASS) inspections of the property. How do I know if a development number was used before? You can see a list of all development numbers ever used at your agency by selecting the Development sub-module from the IMS/PIC main page, the Development tab at the top of the screen, and the List sub-tab. Then select Development Status "All." What is the difference between a Development Number and an AMP Number? Where do these terms come from? Which term should be used? Over the past several years,
HUD has guided PHAs in transitioning to asset management. Prior to this transition,
as each Public Housing project (development) was added to the IMS/PIC inventory,
it was assigned a project number. The project number was usually 8 characters
long, but sometimes also had a 3 character suffix.
Why can't I re-use the old development number? Development numbers are unique identifiers (like your Social Security Number) and, for historical reasons, must be maintained. How do I add buildings and units? Buildings and units may be added in one of three ways: (1) directly enter the building and then its units online, (2) use a HUD-approved spreadsheet downloaded from IMS/PIC to enter and then upload the data (the spreadsheet has a building tab and a unit tab), or (3) upload delimited text files of the building data followed by delimited text files of the unit data (instructions may be downloaded from the Development sub-module, under the Unit tab and Building/Unit Data Transfer sub-tab. How and when can I add buildings to a development? HA users can add buildings and entrances to a development at any time before the development's actual Date of Full Availability (DOFA) is entered by the Field Office. Prior to submission of tenant data, all additions must be approved by the Field Office to make them part of the official inventory. After a development reaches actual DOFA, HA users and HUD Field Office users cannot add buildings or entrances. Unlike buildings and entrances, units may be added after a development reaches DOFA by HA users and HUD Field Office users. New buildings should be added to new developments; however, in rare cases, a new building may need to be added to an existing development that has already reached DOFA. In those cases, the HA should request a TAC ticket for the change. A unit must exist as part of a building. You may either add a unit to an existing building or you may first add a building and then add the unit within it. How can I delete mistakes in my buildings and units? If you have uploaded building & unit (B&U) data and have not yet submitted it to HUD, you can delete units and buildings as required. If the mistakes are discovered after the data has been submitted to HUD and approved, then you must send a correction request along with justification to REAC_TAC@hud.gov and cc: your field office PIC Coach. HUD will not delete buildings or units that have been demolished or disposed of. You must apply to remove these in the Inventory Removals sub-module. After the building and unit data has been approved by HUD, are there any things that I can still change? Yes. As an HA User you may change any of the following while the data is in "Initial approval completed" status:
How can I correct the address for a unit? In the Development sub-module and Development tab, use the drop-down boxes to select the Field Office, Field Office HA, and Physical Development in which the unit is located. Then, select the Building tab. Click the building number in the table to view building details. Here you will be able to change address lines 1 and 2 and save the data. Buildings in any Demo-Dispo status cannot be corrected this way. You must request the correction from REAC_TAC@hud.gov. It is best to correct the addresses before proposing an inventory removal. What if I have too many buildings or units? It depends on how you mean that. a. If you mean that some buildings and/or units were accidentally entered twice into IMS/PIC, then the duplicates must be deleted by HUD. Request this with justification via an email to the REAC_TAC@hud.gov, and cc: your field office PIC Coach. b. If, on the other hand, you mean that the buildings you have are too many to lease up, and you want to get rid of some (disposition or demolition), this must be done by an electronic request to the Special Application Center (SAC) via the Inventory Removals sub-module in IMS/PIC. Why does the building have three addresses and only one address field? This indicates that the building was not configured properly. Addresses are stored for each building entrance. If the building has three addresses, it must also have three building entrances. You can add entrances in the same way buildings are added. HUD can move the units and their tenants to the new entrances if you request it from REAC_TAC@hud.gov. How do I do a "mixed" building (WU and RW entrances)? "Mixed Type" refers to a development that consists of more than one structure type. Mixed buildings are coded as "WU" and at least one entrance must have more than one unit. Other entrances, if any, may then have one or more units. The apartments are identified by door numbers. How can I change a building number or unit number? An HA user cannot change a building or unit number, once it has been approved by the HUD Field Office. Before the data has been approved by HUD, the HA user may delete newly entered buildings and units and enter ones with different building or unit numbers. After the data has been approved by the Field Office, only a HUD SuperUser may change a building or unit number. Request the number changes by sending a spreadsheet to the REAC TAC listing the buildings and units to be renumbered and their new numbers. When the change is made, the tenants will automatically be moved to the newly re-numbered buildings or units in IMS/PIC, so no further action is required in IMS/PIC. However, the HA will need to change the numbers in its own systems to match those in IMS/PIC after the change. How can I delete buildings and units? An ordinary HA or HUD user cannot delete buildings or units (unless they are newly entered and not yet submitted to HUD for approval.) Designated HUD SuperUsers are permitted to delete buildings or units only when the buildings and units are duplicates or never actually existed. Request the deletion by sending a spreadsheet to the REAC TAC listing the buildings and units to be deleted and providing sufficient justification as to why they must be deleted. The TAC will obtain the concurrence of your field office Director before performing the deletions. Units must be vacant to be deleted. All other building and unit changes are considered "inventory removals." Why can't I change my building or unit count? Building and unit counts are automatically re-calculated based on the approved buildings and units that are in IMS/PIC at the time that the field office approves an inventory update (addition or removal). How do I correct errors listed in the upload error report? The upload error report provides a reference to each line and field number within the uploaded worksheet or file where a data problem was noted. Note: for spreadsheets, the line number indicates the number of the data line. The actual spreadsheet line number is one greater due the header row in the spreadsheet. For example, if the error report says line 3, field 5, on the spreadsheet go to row 4, column d (cell 4d). In this example, go to a copy of your uploaded spreadsheet, find row 4, column d (cell 4d) and make the correction indicated. The most common errors are to use a code that is not permitted in the field or to leave a required field blank. Once the errors in the upload error report have been corrected in the original upload spreadsheet, upload it again. Repeat the process until there are no errors. How can I officially designate a unit? Note: PHAs
should ensure that they have met the requirements described on the DHP
website before placing units in designated categories.
How do I assign a unit accessible designation?
A merged unit is one that no longer exists as a separate unit because it was merged into another unit to make a larger unit. For example: Units 1 and 2 were both small 1-bedroom units. They were merged to create one 3-bedroom unit. The 3-bedroom unit could be called either unit 1 or 2. The other unit that no longer exists would be designated as a "merged unit". What is the complete life cycle of a building/unit?
How do I change the Development contact name and address? In the Development module, navigate to the Development tab and Contact sub-tab. Select a Contact from the list (blue, left side of screen.) Click the "Modify Contact Details" link (blue, right side of screen) to open the contact name and details for editing. To remove the existing contact, follow the steps to "Modify Contact Details" and enter an end date that has already occurred. To enter a new or additional contact, navigate to the Development tab and Contact sub-tab. Click "Add Contact" (blue, right side of screen.) Enter contact information and then click "Save." If the start date is in the past, the contact will be active immediately. How can I show that a unit is off-line? If a unit will be offline for a lengthy period of time (not the normal turn around/make-ready time), then the unit may be excluded for reasons such as vacant due to natural disaster or casualty loss, vacant due to market conditions, etc., with HUD approval. Please refer to the latest occupancy notice posted on the Notices, Rules, and Regulations page for clarification on the requirements for each unit tenant status category. I need to make a Unit Tenant Status Change, but the Modify link next to Unit Tenant Status on the Unit List screen is not active. Why? There are several reasons why the Modify link next to Unit Tenant Status may be inactive:
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![[Gtraphic: Difference betweena Development Number and an AMP number]](https://webarchive.library.unt.edu/web/20121009212613im_/http://www.hud.gov/offices/pih/systems/pic/faq/dev-amp.gif)
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