Answers to Common CDBG Questions

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Below are answers to some new Frequently Asked Questions resulting from the CDBG data cleanup initiative in IDIS. As Phase 3 of the data cleanup initiative is about to begin, the Office of Block Grant Assistance would like to thank all our grantees for the time and effort devoted to this most important project.

Q. At the time of conversion to IDIS, some grantees set up activities for which all funds had been expended but accomplishment and their beneficiary data had not yet been reported. When the accomplishments and beneficiaries have been achieved and reported, how can an activity's status be changed to complete? IDIS does not allow grantees to change an activity's status to complete unless a draw on that activity has been made.
A. For the CDBG program, conversion to IDIS included preserving pre-IDIS grant and draw information. Pre-IDIS draws for all CDBG activities that were underway at the time of conversion to IDIS are associated with Activity 2. Associating these draws with the correct activity in IDIS will result in the true amount drawn being attributed to that activity and enable the grantee to change that activity's status to complete. To accomplish this, the draw vouchers associated with Activity 2 for pre-IDIS draws must be revised to the correct IDIS activities.

The following is an example of how to revise vouchers from Activity 2 and associate pre-IDIS draws with the correct activity in IDIS. The data are based on actual activity information in IDIS.

Activity 224 has a Total Estimated Amount on the MA08 screen of $4,257, is funded for $1.00, and has zero dollars drawn. The following steps will allow the grantee to associate pre-IDIS draws to Activity 224 and, after reporting accomplishment and beneficiary data, change the status of Activity 224 to complete.

1. Fund Activity 224 with an additional $4,256.00 of EN for a total of $4,257.00.
2. Revise $4,257.00 from an Activity 2 voucher (summary draw) to Activity 224.
3. Reduce Activity 2 funding by $4,257.00.

Q. Do we need to report beneficiary data for presumed benefit activities?
A. Yes. "Presumed benefit" means that at least 51 percent of the beneficiaries are presumed to be low- or moderate-income; it does not mean that a count of persons served and their race/ethnicity are not required. Grantees and other organizations carrying out presumed benefit activities must maintain records on the total number of beneficiaries assisted and their race/ethnicity and must report that information in IDIS. This information may be obtained from each person assisted as services are rendered or by observer identification. However, because the beneficiaries are from one or more of the groups presumed to be low/mod, grantees may use the Total Beneficiaries number as reported on the MA05 screen for reporting the number of Total Low/Mod Beneficiaries on the MC02 screen. No further breakdown by low/extremely low-beneficiaries is required. (6/02)

Q. How do we report beneficiary data for activities that assist persons with disabilities by removing architectural barriers or providing ADA improvements to facilitate access to public facilities?
A. Many grantees have reported that data concerning the number of persons with disabilities are not available. In fact, these data are available down to the block group level on the Census Bureau's website; however, grantees would need to aggregate data from two or more tables to obtain the information for each block group or other census geographic area. Therefore, at this time, to ease the reporting burden, we are asking grantees to report the number "1" for Total Beneficiaries on the MA05 screen for all activities that solely provide assistance for the removal of architectural barriers or for ADA improvements to public facilities. This will enable us to identify those activities and recognize that the beneficiary data for those activities are incomplete. The Entitlement Communities Division is currently working with the CPD's Systems and Evaluation Division to provide grantees with the information needed on persons with disabilities from the 2000 Census. We anticipate that those data will be available sometime prior to the end of the year, enabling grantees to report accurate beneficiary data without time-consuming research. (6/02)

Q. Why do 0's appear in the proposed and actual accomplishment fields for activities with a 14H Matrix Code and LMH National Objective Code?
A. The spreadsheets were created to show all missing data which is why 0's may appear in those fields. HUD understands that some 14H activities will not have accomplishments and therefore data is not missing. Accomplishment data for 14H should be entered when CDBG funds are used only for the activity delivery costs of housing rehab activities and other funds are used to carry out the rehab.

Q. I keep getting an error message when I attempt to enter a Census Tract.
A. You must enter the Census Tract number in the format 9999.99. It must include four digits, a decimal point, then two decimal digits.

Q. I keep getting a message on the CDBG Activity screen (CO4MC01) that I'm entering the wrong value for the National Objective Code.
A. Only certain combinations of Matrix Code/NOC are valid. IDIS checks the NOC you are trying to enter on the CDBG Activity screen with the Matrix Code you previously entered on the Process Activity (CO4MA03) screen. Either or both of these may be incorrect. Refer to the website for a list of valid combinations.

Q. Why can't I fund my CDGB Admin activity?
A. Even though you do not need to complete the CDBG Activity screen (CO4MC01) for an admin activity, you must still select CDBG on the Money screen and press <Enter>. When the CDBG Activity screen displays, go to the NOC field and enter a blank space, then press <Enter>. Now you will be able to fund the Admin activity.

Q. I accidentally entered updated accomplishment data for the wrong activity and now I can't delete it.
A. On many screens IDIS will let you space over incorrect data. Others will not and will display an error message when you try to save them. If this occurs, call the TAU to report the problem. The IDIS programmers will have to delete the data for you.

Q. I'm not sure which Activity Type to enter on the Setup Activity screen (CO4MA04).
A. Even though there are 16 Activity Types, only certain Activity Types are valid with certain Matrix Codes and National Objective Codes. However, of the 16 accomplishment codes available for use in this field, CDBG grantees should use one of the following seven codes to record accomplishments for a given activity:

01 People
04 Households
08 Businesses
09 Organizations
10 Housing Units
11 Public Facilities
13 Jobs

Q. Why can't I use Matrix Code 22 and Matrix Code 10 anymore?
A. Matrix Code 10 was used to provide barrier free handicapped access. Matrix Code 10 is no longer used because removal of barriers is no longer a separate activity. Removal of Barriers may be done under Public Facilities and Improvements (03 series) or under Rehabilitation (14). Matrix Code 22 is used for Unprogrammed Funds. Effective with IDIS Version 6.3, grantees can no longer fund a CDBG activity with a matrix code of 22 (hence they cannot draw funds), though they can still set up the activity on the Common Path.

Q. I tried to enter low/mod counts on the Direct Benefit Continued Screen (CO4MC02) but IDIS wouldn't accept my entry.
A. IDIS verifies that the number of low mod and extremely low mod beneficiaries you enter does not exceed the total low mod beneficiaries you enter.

Q. When is the Job Creation/Retention (CO4MA07) screen required?
A. You must fill in this screen before completing any activity with an LMJ (Low/Mod Jobs) National Objective Code.