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Green Physical Needs Assessment (GPNA) Tool (July, 2012)

As a part of the new PNA process, HUD has developed a Green Physical Needs Assessment (GPNA) tool.

  • The GPNA tool is a standalone Windows-based Microsoft Access® application, compatible with desktop PCs, notebook PCs, and/or network computers.  The tool can also be installed and used on compatible handheld devices.
  • The GPNA tool includes a comprehensive list of building/site building systems and components, with measurable line items, that make up a complete PNA.  Components are based on the Public Housing Capital Fund Financing Program Form-52829, green physical condition assessments, Uniform Physical Condition Standards (UPCS), and other building industry components.
  • Components are divided into five categories (same as PASS):
    • Site
    • Building exterior
    • Building systems
    • Common areas
    • Units
  • Aggregated capital needs can be identified in several areas, including:
    • Replacement needs
    • Refurbishment needs
    • Accessibility needs
    • Marketability/livability needs
    • Sustainability needs
  • Unit-cost and Effective Useful Life (EUL) are applied to all building/site components in the PNA.  Unit-costs are based on industry cost indices (e.g., R.S. Means, Marshall & Swift) chosen by the PHA.  EUL is used as the basis for the replacement of components as they meet the end of their life cycles. These are entered in the Cost Libraries in the tool.
  • The inspection based tool collects Remaining Useful Life (RUL) information for each component as well as the quantity for each component on the inspection forms for each of the component categories.

  • These basic entries-EUL, cost, RUL, and quantity are used by the tool to automatically calculate and create a 20 year cost projection for each Development/AMP. Other capabilities of the tool can expand the functionality for PHAs.

PROTOTYPE POPULATED TOOL

  • A copy of the prototype GPNA populated with generic data for demonstration purposes may be downloaded for viewing and review by clicking this PROTOTYPE PNA TOOL link, and using these INSTRUCTIONS to install and open the tool. This USERGUIDE link will provide access to a draft final version of the user guide for the tool.
  • At this time arrangements for technical assistance and other supporting mechanisms to facilitate the implementation of the GPNA are in progress but incomplete. HUD can offer limited assistance to technical questions on the use and structure of the tool at HUDPNA@hud.gov.
  • Notes on the Prototype GPNA Tool:
    • There are two main page selections upon opening the tool. The Dashboard is the page where data inputs into the tool will be aggregated into summary overview information. The Control Panel is the portal through which all entries of information into the PNA will be made by the PHA. The tool has the functionality to be automatically pre-populated with IMS-PIC data. When the tool goes into general use it will be very important that PHAs have recorded information in the IMS-PIC system that accurately reflects their actual inventory configuration.
    •  From the Control Panel the user will enter cost data into a Master Cost Library from the cost index of its choosing and will create sets of sites, buildings, and units from its inventory that represent sample sets. Input forms for physical inspection of a sample of each set are included in the tool and the inputs into these inspection forms automatically populate the Cost Projection table which is also opened from the Control Panel. The cost library, inspection forms, and cost projections are pre-populated with components generally found in residential buildings of various types. PHAs will use only those lines applicable to their inventory and can edit or add line items as applicable.  A Reports selection from the Control Panel opens a page where several reports are generated based upon input information.  Blue circles with a “?” located throughout the tool provide navigation and help information as well a definitions.

PHA TOOL FOR USE

  • PHAs that would like to proceed with working in the new GPNA tool may download a copy of Version 1.0 by clicking this  GREENPNA link, and by using these INSTRUCTIONS to install the tool. To use the tool, it will need to be loaded with the PHAs current PIC information which will be emailed upon request to HUDPNA@hud.gov.
  • Once the user has received the PIC data file by email attachment, the PIC data file should be placed on the user’s computer. The user will then select “Import PIC Data” located near the top right of the Control Panel page in the tool. Doing so will prompt the user to select the location of the PIC data file and the loading of the PIC information will proceed automatically.
  • It is very important that PIC data be accurately reflected in PIC before requesting PIC data and loading the PIC data into the GPNA tool. When the PNA is completed and the PHA submits the data extracted from the GPNA tool to HUD, the HUD system will validate the submission against the PIC data current at the time of the submission. An inconsistency in the number of units or other inventory information in the submitted PNA may result in the submission being rejected and returned.
  • This USERGUIDE link will provide access to a draft final version of the user guide for the version 1.0 of the tool. At this time arrangements for technical assistance and other supporting mechanisms to facilitate the implementation of the GPNA are in progress but incomplete. HUD can offer limited assistance to technical questions on the use and structure of the tool at HUDPNA@hud.gov.