Development FAQs - IMS-PIC

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Contents

	How do I add a development?
	How do I know if a development number was used before?
	Why can’t I re-use the old development number?
	How do I add buildings and units?
	Can I add more buildings later?
	How do I add a unit?
	How can I delete mistakes in my buildings and units?
	After the building and unit data has been approved by HUD, are there any things that I can still change?
	How can I correct the address for a unit?
	What if I have too many buildings or units?
	Why does the building have three addresses and only one address field?
	How can I correct the address in my RASS Report?
	How do I do a “mixed” building (WU and RW entrances)?
	How can I change a building number or unit number?
	How can I delete buildings and units?
	Why can’t I change my building or unit count?
	How do I correct errors listed in the upload error report?
	How can I officially designate a unit for elderly tenants?
	Why do my units say, “Not reported”?
	What is a “Merged unit”?
	What is the complete life cycle of a building/unit?
	How can I remove a public housing unit from my “50058 Required”?
	How do I change the Development contact name and address?
	How can I show that a unit is off-line?

Browse Questions and Answers

How do I add a development?

Developments are added to IMS-PIC by the field office after all of the legal documentation for a new development have been completed and signed. Once the field office has added the development, the PHA may begin entering buildings and units into the development.

How do I know if a development number was used before?

You can see a list of all development numbers ever used at your agency by selecting the “Development” tab, subtab “List” and Development status “All”.

Why can’t I re-use the old development number?

Development numbers are unique identifiers (like your Social Security Number) and for historical reasons must be maintained.

How do I add buildings and units?

Buildings and units may be added in one of three ways: (1) directly enter the building and then its units online, (2) use a HUD-approved spreadsheet downloaded from IMS-PIC to enter and then upload the data (the spreadsheet has a building tab and a unit tab), or (3) uploaded delimited text files of the building data followed by delimited text files of the unit data (instructions may be downloaded from IMS-PIC unit tab in Development.

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Can I add more buildings later?

There is no limitation to when you may add buildings and/or units. However, all additions must be approved by the field office before they are officially in inventory. Form 50058 tenant data will not be accepted for the units until they are part of the official inventory..

How do I add a unit?

A unit must exist as part of a building. You may either add a unit to an existing building or you may first add a building and then add the unit within it.

How can I delete mistakes in my buildings and units?

If you have uploaded building & unit (B&U) data and have not yet submitted it to HUD, you can delete units and buildings as required. If the mistakes are discovered after the data has been submitted to HUD and approved, then you must request the correction with justification and submit it to the REAC_TAC@hud.gov, cc: to your field office PIC Coach. HUD will not delete buildings or units that have been demolished or disposed of. You must apply to remove these in the “Inventory Removals” submodule.

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After the building and unit data has been approved by HUD, are there any things that I can still change?

Yes, as an HA User you may change any of the following while the data is in “Initial approval completed” status:

1. Building
   1. Building name
   2. Address line 1
   3. Address line 2
   4. City
   5. County
   6. State
   7. Zip code
   8. Building type
   9. Floor count
   10. Construction date
   11. Comments
2. Unit
   1. Floor number (of apt. entrance)
   2. Bedroom count
   3. Door number (not unit number)
   4. Unit designation (family, elderly, family and disabled, elderly and disabled)
   5. Unit status (vacant or otherwise occupied)

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How can I correct the address for a unit?

Navigate to the unit’s Building tab of the Development submodule. Click the building number to view building details. Here you will be able to change address lines 1 and 2 and save the data. Buildings in any Demo-Dispo status can not be corrected this way. You must request the correction from REAC_TAC@hud.gov. It is best to correct the addresses before proposing an inventory removal.

What if I have too many buildings or units?

It depends on how you mean that.

a. If you mean that some buildings and or units were entered twice, then the duplicates must be deleted by HUD. Request this with justification via an email to the REAC_TAC@hud.gov, cc: to your field office.

b. If, on the other hand, you mean that the buildings you have are too many to lease up and you want to get rid of some (sale or demolition), this must be done by an electronic request to the Special Application Center (SAC) via the “Inventory Removals” submodule.

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Why does the building have three addresses and only one address field?

This indicates that the building was not configured properly. Addresses are stored for each building entrance. If the building has three addresses, it must also have three building entrances. You can add entrances in the same way buildings are added. HUD can move the units and their tenants to the new entrances if you request it from REAC_TAC@hud.gov.

How can I correct the address in my RASS Report?

You can correct the addresses in more than one way, depending on your situation.

a. If the physical address is incorrect, you should first try to correct it in IMS-PIC. It will be updated in the RASS Report overnight.

b. If this is not feasible, you may submit a “mailing address” in Form 50058, line 5c. RASS will choose a mailing address first if one is provided.

How do I do a “mixed” building (WU and RW entrances)?

Mixed buildings are coded as “WU” and at least one entrance must have more than one unit. Other entrances, if any, may then have one or more units. The apartments are identified by door numbers.

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How can I change a building number or unit number?

An HA user cannot change a building or unit number, once it has been approved by the HUD Field Office. Before the data has been approved by HUD, the HA user may delete newly entered buildings and units and enter ones with different building or unit numbers. After the data has been approved by the Field Office, only a HUD superuser may change a building or unit number. Request the number changes by sending a spreadsheet to the REAC TAC listing the ones to be renumbered and their new numbers. (This will simultaneously move the tenants to the new building or unit numbers in IMS-PIC, so no further action is required in IMS-PIC. You will have to change the numbers in your own systems to match those in IMS-PIC after the change.

How can I delete buildings and units?

An ordinary HA or HUD user cannot delete buildings or units (unless they are newly entered and not submitted to HUD for approval). The only time buildings or units are actually deleted is when they are duplicates or never existed in the first place. All other building and unit changes are considered “inventory removals” and handled that way. Only designated HUD superusers are permitted to delete buildings or units. Request the deletion by sending a spreadsheet to the REAC TAC listing the ones to be deleted together with sufficient justification why they must be deleted. We will obtain the concurrence of your Field Office Director before performing the deletions. Units obviously must be vacant to be deleted.

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Why can’t I change my building or unit count?

Your building and unit counts are automatically re-calculated based on the approved buildings and units that are in IMS-PIC at the time that the Field Office approves an inventory update (addition or removal).

How do I correct errors listed in the upload error report?

The upload error report provides a reference to each line and field number within the uploaded worksheet or file where a data problem was noted. Note: for spreadsheets, the line number indicates the number of the data line. The actual spreadsheet line number is one greater due the header row in the spreadsheet. For example, if the error report says line 3, field 5, on the spreadsheet go to row 4, column d (cell 4d).

How can I officially designate a unit for elderly tenants?

You must send a written request to the HUD Field Office listing the units to be designated. (Refer to the latest PIH Notice on the topic for further guidance.) If the Field Office concurs, they will enter the official designation for your units into IMS-PIC.

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Why do my units say, “Not reported”?

IMS-PIC automatically assigns this status when an End of Participation (move-out) From 50058 is received for the unit. There is generally no special need to change this. When a move-in occurs, it will automatically change to “Occupied by an assisted tenant”. There are optional statuses that explain why a unit is not reported as being occupied. These are explained in a Job Aid called “Development – Unit Exclusions and Designations”. The job aid can be downloaded from the Technical Support web page.

What is a “Merged unit”?

A merged unit is one that no longer exists as a separate unit because it was merged into another unit to make a larger unit. For example: Units 1 and 2 were both small 1-bedroom units. They were merged to create one 3-bedroom unit. The 3-bedroom unit could be called either unit 1 or 2. The other unit that no longer exists would be designated as a “merged unit”.

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What is the complete life cycle of a building/unit?

1. The HA puts together a development plan.
2. The development plan is approved by HUD and all the legal documents are signed by all parties.
3. The HUD Field Office creates the new development in IMS-PIC.
4. Developers build the buildings and units.
5. The PHA puts the new buildings and units into IMS-PIC.
6. The HUD Field Office approves the new inventory.
7. The PHA takes ownership of the buildings (and reports DOFA to HUD).
8. The PHA leases the units and begins collecting rent and receiving subsidy.
9. Annually, the PHA receive a capital fund grant for capital maintenance on the buildings and units.
10. When the building is no longer economically or programmatically viable, the PHA applies in IMS-PIC to remove it from inventory.
11. The Special Application Center (SAC) approves the removal request.
12. The PHA removes the units (e.g., disposition or demolition).
13. The PHA marks the building and units as “Removed” in IMS-PIC.
14. The HUD Field Office approves the removal, at which time the totals and subtotals for buildings and units are recalculated.
15. When all units in the development have been removed and the legal documentation has been completed to terminate the development, it will be changed to “terminated” status in IMS-PIC by HUD headquarters.

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How can I remove a public housing unit from my “50058 Required”?

A public housing unit is considered “50058 Required” if:

a. the IMS Development sub-module Unit Details Screen total of all units noted as ACC=Yes and

b. Unit Submission Status Type = Initial Approval Completed and

1. Unit Status = “Occupied by Assisted Tenant” or “Not Reported” or
2. Unit Submission Status Type = Demo/Dispo Draft, Demo/Dispo Proposed or Demo/Dispo Approved and Unit Status = “Occupied by Assisted Tenant”.

How do I change the Development contact name and address?

Navigate to the desired development, and then click the “Contact” subtab. Click the “Modify Contact Details” link to open the contact name and details for editing. To put in a new or additional contact, click the “Add a contact” link. Enter the last name and first name (required), phone number (required) and a start date. Choose a role from the pull-down list. Click “Save” when you are finished. If the start date is already in the past, the contact will be active immediately. You may also enter an optional email address and an optional end date. To remove the existing contact, enter an end date that has already occurred.

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How can I show that a unit is off-line?

If a unit will be offline for a lengthy period of time (not the normal turn around/make-ready time), then the unit may be excluded for reasons such as vacant due to natural disaster or casualty loss, vacant due to market conditions, etc. Excluding a unit is explained in a Job Aid called “Development – Unit Exclusions and Designations”. The job aid can be downloaded from the Technical Support web page.