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Housing Agency FAQs - IMS/PIC

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Browse Questions and Answers

Who do I need to put into HA Contacts?

HUD requires you to enter the Executive Director or equivalent chief executive and all members of the governing Board, if any. In addition, if the board of commissioners is appointed, enter the name and title of the appointing official. Other important officials (department heads, attorneys, accountants, and other key contacts) may be included at the HA's discretion.

How do I add a contact in HA Contacts?

  • Select the Housing Agency sub-module from the left side of the IMS/PIC main page, under the Housing Inventory module.
  • Select the HA Contacts tabs at the top of the screen.
  • If necessary, select the proper identifying information from the drop-down boxes (Hub, Field Office, Housing Authority).
  • Click the "Create Contact" link on the right side of the screen.
  • Enter contact details.
    • Note: All fields marked with a blue asterisk are required fields (you must fill them out). All other fields are desirable but optional.
  • Click “Save” to complete the process.

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What if a person has multiple roles?

The April 2010 IMS/PIC release created a glitch that prevents the user from completing the necessary steps within IMS/PIC to add multiple roles. For now, the HA user should contact their PIC Coach, who will email either Matt Steen or Bob Harmon with a request to enter the change. The glitch will be fixed in the April 2011 release.

What if the role I need is not listed?

Send a request with your justification by email to REAC_TAC@hud.gov. You will be advised when the role has been added.

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How do I end an assigned role?

The April 2010 IMS/PIC release created a glitch that prevents the user from completing the necessary steps within IMS/PIC to end an assigned role. For now, the HA user should contact their PIC Coach, who will email either Matt Steen or Bob Harmon with a request to enter the change. The glitch will be fixed in the April 2011 release.

How do I remove a contact in HA Contacts?

The April 2010 IMS/PIC release created a glitch that prevents the user from completing the necessary steps within IMS/PIC to remove a contact in HA Contacts. For now, the HA user should contact their PIC Coach, who will email either Matt Steen or Bob Harmon with a request to enter the change. The glitch will be fixed in the April 2011 release.

How do I change a contact in HA Contacts?

The April 2010 IMS/PIC release created a glitch that prevents the user from completing the necessary steps within IMS/PIC to change a contact in HA Contacts. For now, the HA user should contact their PIC Coach, who will email either Matt Steen or Bob Harmon with a request to enter the change. The glitch will be fixed in the April 2011 release.

Note: You should not change a contact by changing the first and/or last name (unless the person's first or last name is being legally changed or it is a correction of a prior error). Instead, de-activate one contact and add another when the composition of the contact group changes.

What does it mean for an HA to have a temporary office assignment? [New]
 
All HAs are assigned to an “office of record” (their normal Field Office).  However, HUD may temporarily change the Field Office to which an HA is assigned.  Such temporary reassignments may be enacted to alleviate staff shortages or workload burdens at particular Field Offices or in order to better address a challenge that the HA is facing—for example, a natural disaster or Troubled status.
 
To accommodate these temporary changes, IMS/PIC allows HAs to be assigned to both a Temporary Office and an Office of Record.  The Temporary Office is the Field Office to which the HA is temporarily assigned.  At the conclusion of the temporary assignment, the HA will again fall under the Office of Record.  
 
In the case of a temporary assignment, HUD staff in the Temporary Office have full “Read/Write” control in IMS/PIC; they fulfill all HUD user roles in IMS/PIC such as entering new developments for the HA and approving HA submissions.  HUD staff in the Office of Record have “Read Only” rights; they can view HA information in IMS/PIC but cannot make changes to it.  
 
HUD users assigned to the “HA Exec Approve” role in the Field Office can create temporary assignments, and both HUD and HA users can view temporary assignments, in the Housing Agency sub-module and Temporary Office tab of IMS/PIC.
 

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