Tips for Reporting Timely and Accurate CDBG Data in IDIS

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1 Tips for Reporting Timely and Accurate CDBG Data in IDIS

2 HUD Requires CDBG Data that are Complete Accurate Timely 2

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 3

4 Tip #1: Report as Frequently as Possible When to Report As benefits are realized Quarterly recommended Annual reporting is required Understand Data Needs Upfront 4

5 Tip # 2: What to Report All benefits realized during Program Year Eligible Activity/National Objective compliance Accomplishment and beneficiary data Performance measurements Leveraging Report complete information for each activity 5

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 No P.O. Boxes 6

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. 7

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 8

9 Tip # 5: Report Accomplishments for Some Housing Admin & Services Activities Housing Rehabilitation Administration 14H Housing Services 14J Activity Housing Rehab Admin (14H) Housing Rehab Admin (14H) Housing Services (14J) Actual Rehab Costs Paid With CDBG Non-CDBG HOME 9 Report Accomplishments in IDIS? Generally Reported Under Other Activities Yes Yes

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 occupied 10

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 at 11

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 IDIS Activity IDs where code corrections are being tracked 12

13 ..More on Housing 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 13

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 Strive to report unduplicated persons served 14

15 FY 2010 Public Facilities & Improvements Expenditures Matrix Code Matrix Code Name FY10 03 Public Facilities and Improvements (General) $175,714, A Senior Centers $35,287, B Centers for the Disabled/ Handicapped $9,244, C Homeless Facilities (not operating costs) $15,796, D Youth Centers/ Facilities $7,651, E Neighborhood Facilities $57,461, F Parks, Recreational Facilities $87,075, G Parking Facilities $5,937, H Solid Waste Disposal Facilities $6,393, I Flood and Drainage Facilities $27,731, J Water/ Sewer Improvements $392,566, K Street Improvements $213,231, L Sidewalks $52,275, M Child Care Centers/ Facilities for Children $10,610, N Tree Planting $1,222, O Fire Stations/ Equipment $26,674, P Health Facilities $13,400, Q Abused and Neglected Children Facilities $2,129, R Asbestos Removal $412, S Facilities for Aids Patients (not operating costs) $465, Interim Assistance $51,752, Removal of Architectural Barriers $26, Privately Owned Utilities $92, B Non-Residential Historic Preservation $6,023, Subtotal for: Public Improvements $1,199,179,988.85

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 Strive to report unduplicated persons served 16

17 FY 2010 Public Services Expenditures Ma trix Code Ac tiv ity Group FY10 Expe nditure s 03T Operating Costs of Homeless/ Aids Patients Programs $29,842, Public Services (General) $174,878, A Senior Services $43,551, B Services for The Disabled $10,451, C Legal Services $4,101, D Youth Services $59,335, E Transportation Services $4,237, F Substance Abuse Services $2,671, G Battered and Abused Spouses $11,331, H Employment Training $28,277, I Crime Awareness/ Prevention $11,373, J Fair Housing Activities $5,541, K Tenant/ Landlord Counseling $3,009, L Child Care Services $17,349, M Health Services $19,451, N Abused and Neglected Children $3,344, O Mental Heath Services $2,978, P Screening for Lead-Based Paint/ Lead Hazards Poisoning $3,337, Q Subsistence Payments $5,113, R Homeownership Assistance (Not Direct) $3,123, S Rental Housing Subsidies (HOME Tenant-Based Rental Assistance) $509, T Security Deposits $55, U Homebuyer Counseling $10,034, Subtotal for: Public Services $453,902,

18 Tip #10: Report Beneficiary Data for Presumed Benefit Activities Abused Children Battered Spouses Severely Disabled Adults Homeless Persons Illiterate Adults Persons with AIDS Migrant Farm Workers Elderly Extremely Low Income Low Income Low Income Extremely Low Income Low Income Low Income Low Income Senior center Mod Income 18Not Center based 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 income 19

20 Community Development Block Grant Performance Profile Entitlement Community: XXXXXXX Program Year From 10/1/2005 To 9/30/2006 Program Year 2005 Funds 2005 CDBG Allocation Program Income Receipted During Program Year xxxxxxx xxxxxxx $20,475, $8,289, Expenditures By Type of Activity Total Available 1 $28,765, Expenditures 2 Type of Activity Expenditures Percentage Acquisition $782, % Economic Development $1,449, % Housing $7,074, % Public Services $3,420, % Public Improvements $1,780, % Administrative and Planning $3,843, % 108 Loan Repayments $6,967, % Total Expenditure $25,319, Loan Repayments 28% Administrative and Planning 15% Public Improvements 7% Acquisition 3% Economic Development 6% Housing 27% Public Services 14% Timeliness Timeliness Ratio - unexpended funds as percent 2004 National average Program Targeting Percentage of Expenditures Assisting Low- and Percentage of Expenditures That Benefit Low/Mod Income Areas Percentage of Expenditures That Aid in The Prevention or Elimination of Slum or Blight Funds Expended in Neighborhood Revitalization Strategy Areas and by Community Development Percentage of Funds Expended in Neighborhood Revitalization Strategy Areas and by Community Development Financial Institution % 14.23% 0.10% $ % 20

21 CDBGBeneficiaries by Racial/Ethnic Category 4 Race White Black Asian Pacific Islander American Indian/Alaskan Native Asian Hawaiian/Other Pacific Islander American Indian/Alaskan Native & White Asian & White Black & White American Indian/Alaskan Native & Black Hispanic Ethnic Other Multi-Racial Income of CDBGBeneficiaries 4 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%) Total Hispanic 51.87% 27.45% 44.86% 0.09% 0.00% 0.00% 0.13% 0.01% 0.43% 0.01% 0.01% 0.00% 0.00% 0.00% 0.00% 0.00% 0.09% 0.00% 0.01% 0.00% 0.00% 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% % 90.00% 80.00% 70.00% 60.00% 50.00% 40.00% 30.00% 20.00% 10.00% 0.00% Extremely Low Income of CDBGBeneficiaries 4 (For Direct Benefit Activities) Low Mod Total Low Mod Non Low Mod Program Year 2005 Accomplishments Number of Actual Jobs Created or Retained 6 Number of Households Receiving Housing 448 Number of Persons Assisted Directly, Primarily By 25,122 Number of Persons for Whom Services and 326,259 Number of Units Rehabilitated - Single Units 429 Number of Units Rehabilitated - Multi-unit Housing 0 21

22 Tip # 12: Correctly Report Data for Economic Development Activities Direct financial assistance to for-profits Separate activity for each business assisted Do not aggregate Report Jobs in correct program year Report jobs only once each program year Report only the number of jobs created/retained; do not report on LMI population or the total population of a jurisdiction 22

23 Tip # 13: Enter Leveraging Data High degree of interest among stakeholders Demonstrates that CDBG funds generate additional investment in communities Accurate-Grantees in California, Michigan, and Montana do not receive ARC funds 23

24 Grantees need to monitor IDIS Data Quality Poor quality, incomplete data under-report or misrepresent program results Public, HUD, Congress can see program results via HUD web reports generated from data entered into IDIS Grantees can use IDIS data to assess their CDBG program performance 24

25 Helpful Tools CDBG IDIS Training webcast will be available on the ComCon website soon CDBG IDIS Training materials are available at Review IDIS reports: Performance Profiles PR54 Expenditure Reports PR50 Selected Accomplishments PR51 Performance Measurement Report PR83 Exception Report PR52 25

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