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Browse Questions and Answers

How are new developments added to IMS/PIC? Who is responsible for entering this information? When?

Developments are added to IMS/PIC by the HUD Field Office after all of the legal documentation for the new development has been completed and signed. The HUD Field Office creates a placeholder development in IMS/PIC and enters some preliminary information, including the following required fields:

• Development Number
• Development Name
• Program Type
• Development Method
• Structure Type
• DOFA Target Date
• EIOP Target Date
• Dwelling Structure Count
• Non Dwelling Structure Count
• Mixed Finance Exempt from FASS ph?

The creation of placeholder developments in IMS/PIC enables HUD to track the production of new Public Housing units.

After the Field Office has added the placeholder development, the PHA enters buildings and units into the development. HUD reviews and, as appropriate, approves the PHA's submission. Once approved, the building and unit data will move from uploaded to approved/completed status.

This process is identical for traditional Public Housing developments and for Mixed Finance developments. Note that for Mixed Fixed developments all units should be entered into IMS/PIC, whether or not they are covered under the ACC agreement. This enables HUD to conduct accurate and thorough physical (PASS) inspections of the property.

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 sub-module from the IMS/PIC main page, the Development tab at the top of the screen, and the List sub-tab. Then select Development Status "All."

What is the difference between a Development Number and an AMP Number? Where do these terms come from? Which term should be used?

Over the past several years, HUD has guided PHAs in transitioning to asset management. Prior to this transition, as each Public Housing project (development) was added to the IMS/PIC inventory, it was assigned a project number. The project number was usually 8 characters long, but sometimes also had a 3 character suffix.

The Operating Fund Program final rule, published in September 2005, required PHAs to convert to asset management. PIH Notice 2006-10 instructed PHAs to group buildings into Asset Management Projects (AMPs) and to assign a 12-character number (AMP number) ending in "P" to each AMP. Administrative buildings and central maintenance facilities associated with the Central Office Cost Center were assigned an AMP number ending in "9999." This initial AMP numbering system was a temporary means of identifying and evaluating proposed AMPs in IMS/PIC.

HUD has now established a single numbering system for maintaining inventory information in IMS/PIC, eliminating the need to maintain old project numbers and AMP numbers. In April 2008, HUD assigned new, 11-digit development numbers by dropping the "P" from the AMP numbers. Any new developments now must conform to the 11-digit numbering schema.

The term "AMP number" has been retired and replaced by "development number." Development numbers are now the official, unique identifier for Public Housing developments.

For more information, please see PIH Notice 2007-28 - Changes in the Project Numbering System and Process for Requesting Changes in Project Identifications.

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) upload delimited text files of the building data followed by delimited text files of the unit data (instructions may be downloaded from the Development sub-module, under the Unit tab and Building/Unit Data Transfer sub-tab.

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How and when can I add buildings to a development?

HA users can add buildings and entrances to a development at any time before the development's actual Date of Full Availability (DOFA) is entered by the Field Office. Prior to submission of tenant data, all additions must be approved by the Field Office to make them part of the official inventory.

After a development reaches actual DOFA, HA users and HUD Field Office users cannot add buildings or entrances. Unlike buildings and entrances, units may be added after a development reaches DOFA by HA users and HUD Field Office users. New buildings should be added to new developments; however, in rare cases, a new building may need to be added to an existing development that has already reached DOFA. In those cases, the HA should request a TAC ticket for the change.

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 send a correction request along with justification to REAC_TAC@hud.gov and cc: 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 sub-module.

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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?

In the Development sub-module and Development tab, use the drop-down boxes to select the Field Office, Field Office HA, and Physical Development in which the unit is located. Then, select the Building tab. Click the building number in the table 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 cannot 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 accidentally entered twice into IMS/PIC, then the duplicates must be deleted by HUD. Request this with justification via an email to the REAC_TAC@hud.gov, and cc: your field office PIC Coach.

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 (disposition or demolition), this must be done by an electronic request to the Special Application Center (SAC) via the Inventory Removals sub-module in IMS/PIC.

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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 do I do a "mixed" building (WU and RW entrances)?

"Mixed Type" refers to a development that consists of more than one structure type. 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 buildings and units to be renumbered and their new numbers. When the change is made, the tenants will automatically be moved to the newly re-numbered buildings or units in IMS/PIC, so no further action is required in IMS/PIC. However, the HA will need to change the numbers in its 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 yet submitted to HUD for approval.)

Designated HUD SuperUsers are permitted to delete buildings or units only when the buildings and units are duplicates or never actually existed. Request the deletion by sending a spreadsheet to the REAC TAC listing the buildings and units to be deleted and providing sufficient justification as to why they must be deleted. The TAC will obtain the concurrence of your field office Director before performing the deletions. Units must be vacant to be deleted.

All other building and unit changes are considered "inventory removals."

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

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). In this example, go to a copy of your uploaded spreadsheet, find row 4, column d (cell 4d) and make the correction indicated. The most common errors are to use a code that is not permitted in the field or to leave a required field blank. Once the errors in the upload error report have been corrected in the original upload spreadsheet, upload it again. Repeat the process until there are no errors.

How can I officially designate a unit?

Note: PHAs should ensure that they have met the requirements described on the DHP website before placing units in designated categories.

• Select the Development sub-module from the left side of the IMS/PIC main page.
• Use the drop-boxes on the Development Profile page to select the Field Office, Field Office HA, and Physical Development containing the unit you wish to designate.
• Select the Unit tab.
• Select the unit number (blue, left side of screen) for the unit that you would like to designate.
• Next to "Unit Designation" click the blue "Modify" button.
• The next screen will have two drop-down boxes with unit designations. The drop-down box on the left side of the screen is for new unit designations that do not require HUD approval (General Occupancy only.) The drop-down box on the right side of the screen is for new unit designations that do require HUD approval (Mixed Elderly and Disabled NOT HUD Officially Designated; Officially Disabled; Officially Elderly; Officially Mixed Elderly and Disabled.) Select the appropriate unit designation from the drop-down box.
• Select "Reason for Change in Unit Designation" from the drop-down box.
• Enter comment, if desired.
• Click "Save" (for designations that do not require HUD approval) or "Propose Change" (for unit designations that do require HUD approval.)
• For unit designations that require HUD approval, you will then need to submit the change request to HUD. To do so, click on the Submission tab and Submit Unit Status Changes sub-tab. Then, click "Submit Data for Approval."

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How do I assign a unit accessible designation?

• Select the Development sub-module from the left side of the IMS/PIC main page.
• Use the drop-boxes on the Development Profile page to select the Field Office, Field Office HA, and Physical Development containing the unit you wish to assign a unit accessible designation.
• Select the Unit tab.
• Select the unit number (blue, left side of screen) for the unit that you would like to assign a unit accessible designation.
• Next to "Accessible Designation" click "Modify."
• Select the appropriate "New Accessible Designation" from the drop-down box.
• Select the appropriate "Reason for Change in Accessible Designation" from the drop-down box.
• Enter comment, if desired.
• Click "Propose Change."
• You will then need to submit the change request to HUD. To do so, click on the Submission tab and Submit Unit Status Changes sub-tab. Then, click "Submit Data for Approval."

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 with an estimated DOFA date.
4. Developers build the buildings and units.
5. The PHA puts the new buildings and units into IMS/PIC.
6. 6. The HUD Field Office approves the additions to the inventory.
7. The PHA takes ownership of the buildings (and reports a DOFA actual date to HUD).
8. The PHA leases the units and begins collecting rent and receiving subsidy.
9. Annually, the PHA receives 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 submits an application to the Special Applications Center (SAC) through IMS/PIC to remove the building from inventory.
11. The 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 do I change the Development contact name and address?

In the Development module, navigate to the Development tab and Contact sub-tab. Select a Contact from the list (blue, left side of screen.) Click the "Modify Contact Details" link (blue, right side of screen) to open the contact name and details for editing.

To remove the existing contact, follow the steps to "Modify Contact Details" and enter an end date that has already occurred.

To enter a new or additional contact, navigate to the Development tab and Contact sub-tab. Click "Add Contact" (blue, right side of screen.) Enter contact information and then click "Save." If the start date is in the past, the contact will be active immediately.

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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., with HUD approval. Please refer to the latest occupancy notice posted on the Notices, Rules, and Regulations page for clarification on the requirements for each unit tenant status category.

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I need to make a Unit Tenant Status Change, but the Modify link next to Unit Tenant Status on the Unit List screen is not active. Why?

There are several reasons why the Modify link next to Unit Tenant Status may be inactive:

• If the unit is already occupied by an assisted tenant, the Modify link will be inactive. Before submitting a Unit Tenant Status Change for a unit that is occupied by an assisted tenant, you must submit a Form 50058 End of Participation. This will change the Unit Tenant Status to Vacant. The Modify link will then become active, allowing you to make Unit Tenant Status Changes as appropriate.
• If a Unit Tenant Status Change requiring HUD Field Office approval has already been submitted for the unit, then the Modify link will be inactive. The Field Office must approve or reject the change before any other Unit Tenant Status Changes are made.
• If you have submitted Building and Unit Data for Field Office approval, then the Modify link for each of the units included in the data submission will be inactive until the HUD Field Office has approved or rejected the Building & Unit Data.

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