There have been significant enhancements in EPIC over the course of the last year, including new and improved functionality for the Document Management Center.
USER MANUALS: The user manuals below are the most current available, but are undergoing updates to reflect changes made in the system. The Activity Planning User Manual brings together previously published instructions and refreshed screen-shots. It provides step-by-step instructions on creating and submitting Five-Year Action Plans, Annual Statement/Budgets and Performance and Evaluation Reports. It also provides information on how to report on RAD transactions and additional Capital Fund Grants. The Document Management Center Quick Reference Guide walks PHAs step-by-step through creating and submitting their CFP Submission in EPIC.
SYSTEM RELEASES: Release 7.1 is live as of December 2022. Release 5.0 allowed Field Offices and Public Housing Agencies (PHAs) to manage their own users. Release 6.0 allowed PHAs to upload their Annual Capital Fund Submission, including signed Annual Contribution Contracts (ACCs) and other required documents. Release 7 added new types of Document Packages and the Additional Capital Resources functionality. Release 7.1 fixed many outstanding problems users were experiencing with new Grants. Additional guidance is forthcoming and will be posted below.
Capital Fund Program Activity Planning
HUD requires Capital Fund Program (CFP) 5-Year Action Plans (5YAPs) and Budgets (formerly referred to as Annual Statements) to be submitted in EPIC. In order to obligate CFP Grants for Fiscal Year 2018 and later, PHAs must submit an Annual Budget in the Activity Planning Module. Please refer to PIH Notice 2016-21 for guidance related to the transition timeline, benefits of automation, submission process and requirements, and oversight and monitoring.
- EPIC Activity Planning User Guides:
This version replaces all prior versions and will be updated regularly. Please continue to check this page for future updates and guidance.
Core Activity Reporting
The Energy and Performance Information Center (EPIC) was originally designed to collect quarterly summary capital fund grant activity and energy efficiency measures (EEM) – planned and completed. In order to provide PHAs with some administrative relief, starting October 1, 2013, PHAs are only required to report on planned/completed Energy Efficiency Measures (EEMS) in the Energy and Performance Information Center (EPIC) system ANNUALLY. Under the revised system, PHAs would report at the end of their fiscal year rather than each quarter, as follows:
|Public Housing Agency Fiscal Year End
|PHA Fiscal year ending December 31 (Q4)
|January 1 - February 15
|PHA Fiscal year ending March 31 (Q1)
|April 1 - May 15th
|PHA Fiscal year ending June 30 (Q2)
|July 1 - August 15
|PHA Fiscal year ending September 30 (Q3)
|October 1 - November 15
(NEW) Temporary Deadline Extension: Due to the multiple problems PHAs were experiencing with this Module beginning in mid-2020 and the fact that PHAs have more open grants than usual due to obligation and expenditure extensions through the CARES Act, the deadlines are being delayed by a quarter for each PHA Fiscal Year End (FYE) beginning with 12/31/2022 PHAs. New deadlines for the next Calendar year are as follows:
|Public Housing Agency Fiscal Year End
|PHA Fiscal year ending December 31 (Q4 2022)
|April 1 - May 15 2023 (Q1 2023)
|PHA Fiscal year ending March 31 (Q1 2023)
|July 1 - August 15th 2023 (Q2 2023)
|PHA Fiscal year ending June 30 (Q2 2023)
|October 1 - November 15 2023 (Q3 2023)
|PHA Fiscal year ending September 30 (Q3 2023)
|January 2024 - February 15 2024 (Q4 2023)
PHA s wishing to stick to the original deadlines may do so, but EPIC resets each quarter and will only allow PHAs to work on a Report for one quarter. We will revert to normal reporting schedule beginning in January of 2024 with 12/31/2023 PHAs.
Reminder: Core Activity reports are cumulative as of the time of the Report being submitted. For example, if a PHA has installed 10 Energy Star refrigerators as of Q1 2022, it would report that in the Q1 report – if it then installs 5 more Energy Star refrigerators in the next reporting cycle, it is to report 15 in the Q1 2023 Report, not 5.
- EPIC User Guide (Core Activity 2012)
- Reporting in EPIC - This webinar will walk you through the basics of filling out Core Activity reports in the EPIC system.
HUDPIH-516391410-198; Last Updated 02/02/2023
Please contact your Local Field Office or Email: EPICHelp@hud.gov
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EPIC uses HUD’s Secure Systems (WASS) to authenticate users, meaning you will use your WASS ID and password to login to EPIC.
WASS users must be separately registered in EPIC.
To be added, please send an email to your local HUD Field Office.
All PHA users can also add users to their PHAs.
If you need a Secure Systems ID (WASS user ID/M Number) go to the Secure Systems user registration page.
*HUD users must gain access via a DIAMS request*
PIH Notice 2016-21 modified the submission process for Capital Fund Program (CFP) 5-Year Action Plans (5YAPs) and Budgets (formerly referred to as Annual Statements).