We have all discovered data errors or things we need to be changed in our Building & Unit ("B&U") data from time to time. Below we will summarize the various situations and what to do about them. Some things can be changed by HA Users, and some must be done by HUD staff with special training and greater access to the system.
There are two categories of changes:
- Errors in the data that were never true.
- Modifications or updates made to the data as time passes.
For example, if the street address is entered incorrectly, that is an error and it must be corrected. On the other hand, suppose the city renames a street to honor someone. That is an update because the situation has changed. We delete duplicate entries made in error and correct other kinds of errors. We do not delete developments, buildings, or units that are no longer being used or are being disposed of. We remove them from the active inventory by marking them as removed from inventory. That way we retain a record of what was true before.
If you want to change asset management assignments of buildings to different development numbers, jump to the "Asset Management Changes" at the bottom of this page.
There are seventeen different situations that may apply (in some cases more than one may apply). For many of these, we have prepared standard data correction templates. The templates can be found below in the section called Items that must be done by PIC Coach / FO Staff or HUD Superusers.
For example, if you want to change five building numbers and reassign five units to those buildings, you must first submit the building and entrance number change template. Once that has been processed and the building numbers are changed, you can submit the reassign unit template using the new building numbers.
The completed templates are sent attached to an email to IMS/PIC Coaches by FO (06-13-17). The local IMS/PIC Coach will review the template for accuracy and consistency. Users should put data into the templates but do not change the column headings or add anything else to the template.
When a development, building, entrance or unit number is changed in this way, it is changed throughout the IMS/PIC system including the building and unit data, current and historical tenant data, inventory removal data and CAPITAL Fund certification data.
Items that may be done completely by HA users:
- Erroneous or Modified Unit Status*
- Erroneous Structure Type *
- Erroneous Building Floor Count *
- Erroneous Construction Date *
- Erroneous or Modified Street Addresses *
- Erroneous Bedroom Count *
- Erroneous Unit Door or Floor Number *
- Adding Buildings or Units to developments in "Management" status *Please ensure you discuss this with your local field office. Only buildings or units that were erroneously left out of PIC can be added to developments that have already reached DOFA.
- Adding buildings & units to developments in "Development status" Users can view the Configuring Buildings and Units Job Aid and Development Sub Module User Guide for further information. Depending on the number of buildings and units that need to be added, this can be done via the applicable “Add” links under the Building and Unit tabs respectively or can be done in mass via the Building and Unit Data transfer Excel File. If using the Excel file, make sure to run the macro before uploading it.
*Note: Items that have to go to Superusers should be sent to local FO for concurrence and then it will be forwarded to a Superuser, if necessary. Additional information is available at the links below.*
- Erroneous or Modified Development Status
- Erroneous or New Development Name
- Erroneous or Modified ACC Indicator Status
- Adding a New Development or HA
- Erroneous or Modified Development Number
- Erroneous or Modified Building or Entrance Number
- Erroneous or Modified Unit Number
- Erroneous or Modified Unit Assignment (to a wrong building and entrance)
- Duplicate Building Entries
- Duplicate Unit Entries
- Adding Building and Entrances to Developments in "Management" Status.
- Erroneously Configured Row/Townhouses or Semi-Detached (duplex) Structures
*With HUD FO Approval (See PIH Notice 2011-07)
The Capital Fund uses only HUD-approved data in its recertifications.
Once a set of updates or corrections has been made by the HA Users, it is a good practice to submit the data in IMS/PIC for Field Office approval. Summary bedroom, unit and building totals are updated automatically only during the approval process.
NOTE: “Floor count” refers to how many floors a structure has. “Floor number” refers to the number of the floor where the unit entrance is located. Floor number is always “1” for “SF”, “SD” and “RW” structure types.
There is one other kind of change that is not handled with templates or Superusers. When a PHA wants to reassign one or more buildings to a different development number for asset management purposes, it is done from within the Development submodule in the "Maintain Inventory" tab.
The HA User creates a proposal to move buildings, which may not be in any Demo-Dispo status, from one development to another and saves the work. Buildings which are in any Demo-Dispo status may NOT be moved and, if they are included, the proposal will not execute.
The HA User selects the development number from which to take the building(s), then selects the development number to which the building(s) are to be moved. Only developments at DOFA may be selected. If you wish to move buildings to a newly created development number, request the 'Moving Buildings to a Newly Created Development' Job Aid from your local PIC Coach. A proposal can involve moves to/from two or more developments. After each 'Save', the proposal may be closed and can still be retrieved for additional changes.
When the proposal is complete, the HA User clicks "Submit" to submit it to the HUD Field Office.
A HUD Field Office User can access the same "Maintain Inventory" tab and review the proposal, then Approve or Reject it. The HUD User ensures that none of the proposed buildings are in any Demo-Dispo status. If any are in Demo-Dispo status, do not approve the proposal. If it is approved, the building assignments will be changed automatically at the beginning of the next operating year.