Tips for Reporting Timely and Accurate CDBG Data in IDIS

(1)

Tips for Reporting Timely and

Accurate CDBG Data in IDIS

(2)

HUD Requires CDBG Data that

are

• Complete

• Accurate

• Timely

(3)

Why IDIS Data Are Important

• Demonstrate Compliance

• Provide Transparency and Accountability

• Incorporate in government-wide and department-wide

reports. Respond to frequent requests from

–

the White House,

–

OMB,

–

Congress,

–

GAO,

–

OIG,

–

HUD Secretary

–

and other stakeholders

• Demonstrate the contributions each of our grantees are

making toward meeting the needs of LMI citizens

(4)

Tip #1: Report as Frequently as

Possible

• When to Report

–

As benefits are realized

–

Quarterly recommended

–

Annual reporting is required

(5)

Tip # 2: What to Report

• All benefits realized during Program Year

• Eligible Activity/National Objective

compliance

• Accomplishment and beneficiary data

• Performance measurements

• Leveraging

(6)

Tip # 3: Enter the Place of Performance

for the Activity Address

• Not the address of the administrative offices

• For infrastructure activities, use a street

address range

• Housing activities with multiple sites

(7)

Tip # 4: Use the Correct Matrix Code

for Housing Counseling

• For activities whose purpose is to provide

housing counseling:

–

Use 05U

–

Report the number of households receiving

counseling

• Misuse of matrix code 13, 05R, and 14H for

housing counseling activities is one of most

common user errors in IDIS.

(8)

Housing Counseling may be provided,

to a limited extent, under Rehab

Admin and Homeownership Assistance

• Do not report the number of persons receiving housing

counseling under 13, 05R, or 14H except on the

Homeownership Assistance performance measurement screen

• Report ONLY the number of households receiving

Homeownership Assistance for matrix codes 13 and 05R

• Counseling may only be provided for those households who

qualify to purchase a home and are part of a Homeownership

Assistance program

• For 14H, report ONLY the number of units rehabbed when those

units have not been reported in another CDBG activity

• Under 14H, counseling may only be provided to households

receiving rehabilitation assistance

(9)

Tip # 5: Report Accomplishments for Some

Housing Admin & Services Activities

• Housing Rehabilitation Administration 14H

• Housing Services 14J

Activity

Actual Rehab Costs

Paid With…

Report

Accomplishments in

IDIS?

Housing Rehab

Admin (14H)

CDBG

Generally Reported

Under Other Activities

Housing Rehab

Admin (14H)

Non-CDBG

Yes

Housing Services

(10)

Tip # 6: Report Accomplishments for

Housing Acquisition Activities

• Matrix codes 01 and 14G

• When new construction or rehabilitation is

not funded with CDBG

• Only after the units are occupied

• Must keep activity open until all the units are

(11)

Tip # 7: Correctly Report Certified Energy

Star Units

• High Priority Performance Goal

• In FY 2010, reported 1,800 Energy Star

Units; actual units after verification was 369

• Gut rehabilitation or new construction; not

replacement windows, insulation, appliances

• Must be certified by an Energy Star inspector

• Energy Star Performance Standards for Buildings

(12)

Tip # 8: Report on New Data Elements

for Code Enforcement Activities

Code Enforcement

* Housing units receiving violations

Housing units where code violations have been corrected using CDBG funds Housing units where code violations have been corrected by the owner

Housing units where code violations have been corrected using other funds

*Describe specific public and private improvements or services provided in the code enforcement area

(13)

• HUD encourages separate IDIS Online activity

for each address

• Include physical address

• For privacy, do not use individual family

names in Activity Name

• Report accomplishments each year

(14)

Tip # 9: Report Accurate Data for Public

Facilities & Improvements Activities

• Use most specific “03” matrix code to

accurately describe use of funds

• Avoid combining different public facilities

under one activity

• Report performance measures when activity

completed/benefit realized

(15)

FY 2010 Public Facilities &

Improvements Expenditures

M a trix

Code M a trix Code N a me FY 1 0

03 Public Facilities and Improvements (General) $175,714,475.46

03A Senior Centers $35,287,937.23

03B Centers for the Disabled/ Handicapped $9,244,956.21 03C Homeless Facilities (not operating costs) $15,796,133.59 03D Youth Centers/ Facilities $7,651,805.07 03E Neighborhood Facilities $57,461,895.88 03F Parks, Recreational Facilities $87,075,225.01

03G Parking Facilities $5,937,338.72

03H Solid Waste Disposal Facilities $6,393,541.43 03I Flood and Drainage Facilities $27,731,603.36 03J Water/ Sewer Improvements $392,566,729.62 03K Street Improvements $213,231,744.61

03L Sidewalks $52,275,079.17

03M Child Care Centers/ Facilities for Children $10,610,498.70

03N Tree Planting $1,222,757.41

03O Fire Stations/ Equipment $26,674,656.33

03P Health Facilities $13,400,450.12

03Q Abused and Neglected Children Facilities $2,129,146.40

03R Asbestos Removal $412,011.53

03S Facilities for Aids Patients (not operating costs) $465,763.37

06 Interim Assistance $51,752,925.58

10 Removal of Architectural Barriers $26,864.30 11 Privately Owned Utilities $92,859.23

(16)

Tip # 10: Report Accurate Data for

Public Services Activities

• Use most specific matrix code to accurately

describe use of funds

• Insert a new program year for multiyear

activities

(17)

FY 2010 Public Services Expenditures

M a trix

Code Ac tiv ity Group

FY1 0 Expe nditure s

03T Operating Costs of Homeless/ Aids Patients Programs $29,842,398.88

05 Public Services (General) $174,878,973.57

05A Senior Services $43,551,461.16

05B Services for The Disabled $10,451,612.94

05C Legal Services $4,101,359.94

05D Youth Services $59,335,049.67

05E Transportation Services $4,237,419.60

05F Substance Abuse Services $2,671,811.03

05G Battered and Abused Spouses $11,331,797.11

05H Employment Training $28,277,187.10

05I Crime Awareness/ Prevention $11,373,471.37

05J Fair Housing Activities $5,541,448.89

05K Tenant/ Landlord Counseling $3,009,062.79

05L Child Care Services $17,349,664.78

05M Health Services $19,451,731.87

05N Abused and Neglected Children $3,344,505.53

05O Mental Heath Services $2,978,027.39

05P Screening for Lead-Based Paint/ Lead Hazards Poisoning $3,337,901.42

05Q Subsistence Payments $5,113,996.33

05R Homeownership Assistance (Not Direct) $3,123,494.24

05S Rental Housing Subsidies (HOME Tenant-Based Rental Assistance) $509,655.72

05T Security Deposits $55,626.84

(18)

Tip #10: Report Beneficiary Data for

Presumed Benefit Activities

Abused Children

Extremely Low Income

Battered Spouses

Low Income

Severely Disabled Adults Low Income

Homeless Persons

Extremely Low Income

Illiterate Adults

Low Income

Persons with AIDS

Low Income

(19)

Tip #11: Report Accurate Income Level

Data for Direct Benefit Activities

• CDBG Statute requires that moderate-income

persons are not benefited to the exclusion of

low-income persons

• Do not report all beneficiaries as moderate

(20)

$20,475,665.00 $8,289,874.85 $28,765,539.85 Expenditures Percentage Acquisition $782,494.39 3.09% Economic Development $1,449,939.67 5.73% Housing $7,074,996.92 27.94% Public Services $3,420,327.52 13.51% Public Improvements $1,780,333.81 7.03% Administrative and Planning $3,843,623.11 15.18% 108 Loan Repayments $6,967,505.40 27.52% $25,319,220.82 0.91 1.28 99.83% 14.23% 0.10% $0.00

Community Development Block Grant Performance Profile

Program Year From 10/1/2005 To 9/30/2006 Entitlement Community: XXXXXXX

Percentage of Expenditures That Aid in The Prevention or Elimination of Slum or Blight Percentage of Expenditures Assisting Low- and

Program Year 2005 Funds

2005 CDBG Allocation

Program Income Receipted During Program Year

Percentage of Expenditures That Benefit Low/Mod Income Areas

Timeliness

Timeliness Ratio - unexpended funds as percent 2004 National average Program Targeting Total Available1 Expenditures2 Type of Activity Total Expenditure

Funds Expended in Neighborhood Revitalization Strategy Areas and by Community Development Percentage of Funds Expended in Neighborhood

Expenditures By Type of Activity

Acquisition 3% Public Services 14% Housing 27% Economic Development 6% Public Improvements 7% Administrative and Planning

15% 108 Loan Repayments

28%

xxxxxxx

(21)

Total

Hispanic

51.87%

27.45%

44.86%

0.09%

0.00%

0.13%

0.01%

0.43%

0.01%

0.00%

0.09%

0.00%

0.01%

0.00%

2.59%

1.12%

Income Group

Percentage

Extremely Low

1.01%

Low

2.86%

Mod

91.88%

Total Low Mod

95.75%

Non Low Mod

4.25%

6

448 25,122

326,259

429

0 Asian Pacific Islander

Hispanic Ethnic

American Indian/Alaskan Native & Black

Black

American Indian/Alaskan Native

Asian

Race

White

CDBG Beneficiaries by Racial/Ethnic Category

4

Other Multi-Racial

Income of CDBG Beneficiaries

4

Hawaiian/Other Pacific Islander

American Indian/Alaskan Native & White

Asian & White

Black & White

Income Level

Extremely low Income (<30%)

Low Income (30-50%)

Moderate Income (50-80%)

Total Low and Moderate Income (<80%)

Non Low and Moderate Income (>80%)

Program Year 2005 Accomplishments

Number of Actual Jobs Created or Retained

Number of Households Receiving Housing

Number of Persons Assisted Directly, Primarily By

Number of Units Rehabilitated - Single Units

Number of Units Rehabilitated - Multi-unit Housing

Number of Persons for Whom Services and

Income of CDBG Beneficiaries4 (For Direct Benefit Activities)

0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% 70.00% 80.00% 90.00% 100.00% Extremely Low