Working with Your Accomplishment Worksheets

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Correcting Inaccurate Data in IDIS

Phase 3 of the CDBG data cleanup initiative asks grantees to correct data previously entered in IDIS.

Again, the Office of Block Grant Assistance would like to thank grantees for their participation in this important effort. Information on the results and benefits of activities assisted with CDBG funds validates the success of your program and the CDBG program as a whole and is important for ensuring the future funds of the program. We encourage all grantees to complete Phases 1, 2, and 3 at this time and to give special attention to thoroughly and accurately entering data for new activities so that the list of activities with missing or inaccurate information will not continue to grow.

Spreadsheet Content:

The Phase 3 spreadsheet contains the following columns of data for review by grantees.

Column 1: Activity ID

Provides the HUD Activity Identification Number for each activity.

Column 2: Status

Indicates an activity's status: Funds Budgeted, Underway, or Complete.

Column 3: Activities with Invalid Accomplishment Codes

This section of the spreadsheet identifies activities with incorrect Accomplishment Codes on the MA04 screen. It displays each activity's matrix code, national objective code, and accomplishment code as reported by the grantee. Grantees should assign the correct Accomplishment Code based on the matrix code and national objective code of the activity, as identified in the Guidance for Reporting CDBG Accomplishments in IDIS. Note that, for some matrix code and national objective combinations, there is a choice of Accomplishment Codes that is dependent on the specific activity being undertaken. Remember to change the code for all years for which accomplishments are reported and to change the corresponding number of Units (accomplishments), as appropriate. If, for instance, a grantee has reported the accomplishments for a Housing Rehabilitation activity using (1) People as the Accomplishment Code and reporting "4" under Units (four persons living in the housing unit), the grantee will need to change the Accomplishment Code to (10) Housing Units and report "1" under Units for the one Housing Unit that was rehabilitated.

Also note the following about the activities included in this section of the spreadsheet.

• When the correct Accomplishment Code for an activity is (1) People, completed activities using Accomplishment Codes (2) Youth or (3) Elderly will not appear on the spreadsheet. However, when activities with a status of Funds Budgeted or Underway have Accomplishment Codes (2) or (3), those activities will appear on the spreadsheet, and the Accomplishment Code should be changed to (1).
• When the correct Accomplishment Code for an activity is (10) Housing Units, completed activities using Accomplishment Codes (4) Households, (5) Large Households, (6) Small Households, or (7) Elderly Households will not appear on the spreadsheet. However, when activities with a status of Funds Budgeted or Underway have Accomplishment Codes (4), (5), (6), or (7), those activities will appear on the spreadsheet, and the Accomplishment Code should be changed to (10).
• The activities appearing in this section of the spreadsheet have incorrect Accomplishment Codes reported for actual accomplishments on the MA04 screen, except when the actual Accomplishment Codes have yet to be recorded. For those activities, the incorrect Accomplishment Codes referenced are for proposed accomplishments that have been reported by the grantee.
• Completed activities with a matrix code of 03J, 03K, or 03L that have reported (12) Feet of Public Utilities will not appear on the spreadsheet. However activities with a status of Funds Budgeted or Underway using these matrix codes and the Accomplishment Code (12) will appear on the spreadsheet, and grantees will need to select the appropriate Accomplishment Code for each activity.

Column 4: CDBG Completed Public Service Activities for which MA04 Actual Units and MA05 Total Beneficiaries do not match

For completed public service activities the cumulative number of actual units reported on the MA04 screen should be equal to the Total Beneficiaries reported on the MA05 screen. Activities appearing in this column have unequal amounts reported on these two screens. Grantees should correct the appropriate data so they are equal. In many cases, the grantee has reported Actual Units on the MA04 screen more than once, resulting in duplicate reporting. In such cases, grantees will likely need to delete data reported for one or more year(s).

Column 5: CDBG Completed Activities with Matrix Codes of 14A or 12 and National Objective Code LMH for which the Actual Units on the MA04 and the Total Beneficiaries on the MA05 do not match

For completed Single-Unit Housing Rehabilitation (matrix code 14A) or Housing Construction (matrix code 12) activities, the cumulative number of units reported on the MA04 screen should be equal to the total Beneficiaries reported on the MA05 screen. Activities appearing in Column 5 have unequal amounts reported on these two screens. Grantees should correct the appropriate data so they are equal. In many cases, the grantee has reported Actual Units on the MA04 more than once resulting in duplicate reporting. In such cases, grantees will likely need to delete data reported for one or more year(s). In other instances, grantees may have reported persons in households rather than the number of households on the MA05 screen and will need to change all numbers on that screen and the MC02 to reflect only the number of households. If one or more of the housing units remains unoccupied after the rehabilitation or construction, the Total Beneficiaries on the MA05 should be less than the number of Housing Units on the MA04, and the status of the activity should be shown as Underway. An activity's status may not be changed to Complete until housing units are occupied and the national objective has been met.

Column 6: CDBG Completed Activities with Matrix Codes of 14B and National Objective Code LMH for which the Actual Units on the MA04, Total Beneficiaries on the MA05 and Total Units on the MC02 do not match

For completed Multi-Unit Housing Rehabilitation (matrix code 14B) activities, the cumulative number of units reported on the MA04 screen, the Total Beneficiaries on the MA05 screen, and the Total Number of Units (as well as the Number of Units Occupied) on the MC05 screen should be the same. Activities appearing in Column 6 have unequal amounts reported on these three screens. Grantees should correct the appropriate data so they are equal. In many cases, the grantee has reported Actual Units on the MA04 more than once resulting in duplicate reporting. In such cases, grantees will likely need to delete data reported for one or more year(s). In other instances, grantees may have reported persons in households rather than the number of households on the MA05 screen and will need to change all numbers on that screen and the MC02 to reflect only the number of households. If one or more of the housing units remains unoccupied after the rehabilitation or construction, the Total Beneficiaries on the MA05 should be less than the number of Housing Units on the MA04 and MC05, and the status of the activity should be changed to Underway. An activity's status may not be changed to Complete until all units are occupied and the national objective has been met.

Column 7: CDBG Completed Activities with a Matrix Code of 13 or 16 and National Objective Code LMJ where Total Beneficiaries on the MA05 are inconsistent with Full-Time Equivalent (FTE) Jobs on the MA07

• When an activity has created or retained only full-time (F/T) jobs, the Total Beneficiaries on the MA05 screen should be equal to the Full-Time Equivalent (FTE) jobs calculated on the MA07 screen. If not, those activities will appear on this spreadsheet, and grantees should correct the appropriate data.
• When an activity has created or retained both F/T and part-time (P/T) jobs or created or retained only P/T jobs, the Total Beneficiaries on the MA05 screen should always be greater than the FTE jobs on the MA07 screen. If not, those activities will appear in this column and grantees should correct the appropriate data.

Column 8: Average Per Unit Cost

This section of the spreadsheet displays completed activities with an average per unit cost that appears either too high or low for the activity being carried out. The average per unit cost for these activities is derived by dividing total expenditures by the cumulative number of Actual Units reported on the MA04 screen. The activities listed in this column do not necessarily have incorrect accomplishments reported on the MA04 screen but may have an incorrect matrix code or some other problem or may, in fact, be correctly reported. However, these activities warrant review because their average per unit cost is not within the normal range of costs associated with that specific type of activity.

EXAMPLES

• An activity with a matrix code of 15 (Code Enforcement) having an average cost of $26,000 per housing unit inspected will appear in this section because $26,000 is a high per unit cost for an activity that pays salaries of code inspectors and costs of enforcing the codes. In this example, it is likely that the grantee has not reported all housing units that were inspected.
• An activity with a matrix code of 05R (Homeownership Assistance-not direct) having an average cost of $12.41 per household will appear in this section because $12.41 is a low per household cost for an activity that provides downpayment assistance. The common problem with this activity is that it is actually a housing counseling activity and should have been assigned a matrix code of 05. Activities with a 05R matrix code may have some housing counseling associated with the provision of the downpayment assistance but may not solely consist of housing counseling. An activity that is solely housing counseling should have a matrix code of 05.