CCMI_5834_Prototype_Read_Me_09272010_vf.txt

Comprehensive Compliance and Monitoring Initiative (CCMI)

Integrated Prototype: 5834 Module Read-Me Document

CONTENTS

1. BACKGROUND AND PURPOSE OF CCMI INTEGRATED PROTOTYPE

2. ABOUT THE 5834 MODULE

3. ACCESSING, SAVING, & OPENING THE PROTOTYPE

4. TIPS FOR CONDUCTING A REVIEW

5. MAIN PORTAL

6. REVIEW SETUP

7. REVIEW MANAGEMENT

8. CHECKLISTS

9. REPORTS

10. DATA MANAGEMENT

1. BACKGROUND AND PURPOSE OF CCMI INTEGRATED PROTOTYPE

The CCMI Integrated Prototype is developed in MS Access with visual basic coding. The prototype is a functioning mock-up of the business requirements, logic, and functionalities of a compliance area that can be developed in the CCM system. The prototypes are being developed so that they can be used by an actual review team, in the event that the compliance area module has not yet been developed in the CCM system and/or the review team is unable to access the CCM system remotely (i.e., via the internet).

The CCMI Integrated Prototype allows the user to access the following compliance areas from a single prototype.

HOPE VI/Development Procurement Capital Fund Occupancy Demolition/Disposition

5834-Asset Management Reviews

The prototypes are intended to test the functionality of a real review and each compliance area module has the following elements:

Checklists. A set of review questions based on HUD’s statutory or regulatory guidance for that compliance area.

Business Rules. Provides citation of the specific statutory or regulatory guidance associated with the checklist question(s).

Protocols. Provides guidance on the specific review steps.

Reports. Each module allows the review to view and print: 1) Checklist reports – blank and completed checklists; 2) Guidance reports – instructions, business rules, and protocols; and 3) General reports – summary information on each PHA and/or project that is reviewed and the status of the review.

Integrated Prototype: 5834 Module Read-Me Document

2. ABOUT THE 5834 MODULE

The previous Management Operations assessment (MASS) was conducted at a PHA level and allowed for PHAs to self-report their performance on each management sub-indicator and component. However, under the PHAS proposed rule, the Management Review of Public Housing Projects (HUD-5834) form will be used to evaluate a PHA’s performance at the project level. In addition, the management operations (i.e., asset management) assessment will be based on an on-site review that is to be performed by HUD field office personnel.

1. Background of the 5834 Module. HUD guidance on the assessment methodology to be used for evaluationg a project’s management performance is described in Subpart D- Management Operations Indicator of the PHAS Proposed Rule published in the Federal Register on August 21, 2008. This proposed rule amends 24 CFR 902, the Public Housing Assessment System (PHAS) to reflect the implementation of asset management. Subpart D was revised to more comprehensively address the management operations of a project and also references the review form, Management Review for Public Housing Projects (HUD-5834 form) that will be used by HUD’s field office personnel to perform the management operations review.

The 5834 form that is used in this prototype reflects the form HUD published in the Federal Register under the Paperwork Reduction Act of October 1, 2005. Furthermore, the business rules and protocols included in the prototype are taken from the Asset Management Protocols (BearingPoint 5834 Training Materials) that were issued on November 25, 2008.

2. 5834 Module Sub-Indicators and Components. The 5834 Module has seven (7) sub-indicators and twenty one

(21) components. Each management sub-indicator and component have a maximum amout of points each can receive from the review. The total maximum points for the entire 5834 Module is a score of forty (40). Note:

N/S stands for non-scored. The following is a list of all the sub-indicators and components in the Module and their correlating max points:

1. General Appearance and Security (6 points)

1.1 Appearance and Market Appeal (5 points)

1.2 Security (1 point)

2. Follow-up and Monitoring of Project Inspections (N/S)

2.1 Exigent Health and Safety Deficiencies (N/S)

2.2 Lead-based Paint Inspection Deficiencies (N/S)

3. Maintenance (6 points)

3.1 Unit Inspections (1 point)

3.2 Work Orders (3 points)

3.3 Preventive Maintenance (1 point)

3.4 Energy Conservation/ Utility Consumption (1 point)

3.5 Modernization (N/S)

4. Financial Management/Procurement (8 points)

4.1 Accounts Payable (4 points)

4.2 Rent Collection (4 points)

4.3 Budget Management (N/S)

4.4 Procurement (N/S)

5. Leasing and Occupancy (18 points)

5.1 Vacancy Rate (16 points)

Integrated Prototype: 5834 Module Read-Me Document

5.2 Turnaround Time (2 points)

5.3 Occupancy (N/S)

6. Tenant Management Relations (2 points)

6.1 Economic Self-Sufficiency (1 point)

6.2 Resident Involvement in Project Administration (1 point)

7. General Management Practices (N/S)

7.1 Prior Management Review Findings (N/S)

7.2 Other Prior Review Findings (N/S)

7.3 Insurance (N/S)

3. ACCESSING, SAVING, & OPENING THE PROTOTYPE

A. Accessing the Prototype

1. To begin, log into Secure Systems by clicking the following link:

http://www.hud.gov/offices/reac/online/reasyst.cfm

2. Once Logged into Secure Systems, proceed to the MAPS link. The following screen should then be displayed. Select “Library” and then under “Monitoring Tools” click on the link, “Integrated Access Tool- Multiple Compliance Areas”.

B. Saving the Prototype

3. Once selected, a window will pop up asking the user to choose where to save the file. The user should see a screen similar to the one below. Using either the drop down menu at the top or the icons along the left side, choose the “Desktop”, “My Documents” or another location where the user normally save files. Click “Save”.

4. Go to the location the user selected to save the file and double-click the file folder. The user should see a screen similar to the one below:

5. At this point, select the prototype ONCE to highlight it (Note: the prototype icon looks like a purple key).

6. Click the “Extract” button or right-click and select Extract. A window will pop up and the user must select the location where he/she wants to extract (save) the prototype. Save the application in the same place as the user saved the WinZip file.

7. When the user has selected the appropriate location, click “Extract” in the pop-up window. The prototype has been saved to the location of his/her choice.

Tip 1: The user must extract (save) the prototype in order to use it effectively. Do not open the prototype from

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Comprehensive Compliance and Monitoring Initiative (CCMI) the zip file and work on it as he/she may not be able to save the work.

C. Opening the Prototype and Security Warnings

1. Go to the location you chose to save the prototype application. Double-click on the prototype to open it.

The prototype has an icon that looks like a purple key.

2. If you receive a warning message that asks if you would like to protect your computer from unknown objects or disable macros, select “No.”

3. If you see a Security Warning that states that “Certain content in the database has been disabled,” select “Options” and select “Enable this content.”

4. When the prototype opens to the screen shown below, select “HUD User” from the “User Type” dropdown and click “Proceed”.

Integrated Prototype: 5834 Module Read-Me Document

4. TIPS FOR CONDUCTING A REVIEW

1. PHA Information. You have to select the FO and PHA each time you open the prototype. If you’re not sure which PHA you’re working on, you may select the “Show Progress” button on the Main Portal to see which PHAs have active reviews.

2. Saving Data. The prototype saves all data automatically.

3. Continue Your Review. If you exit the prototype, when you open it next, select the FO and PHA. To get to an in progress review, select the Current Reviewer and Module, then select the Review button. Once on the Review Management screen, select the PHA from the “Select Entity” drop down. The work completed for this PHA will be available and you may proceed with the review.

4. Reset PHA Data. This button is found on the Review Setup page. Use this button only if you want to delete all data for the selected PHA.

A. Main Navigation Screens

The Main Portal screen is used to access all compliance area modules. Within each compliance area module, the user will have access to the following navigation screens that are unique to each module: 1) Setup; 2) Review, and

3) Report.

1. Main Portal: The prototype opens to the Main Portal. You can select your compliance area and team members as well as access the setup, review and report screens. You must return to the main portal in order to exit the prototype. Each main screen features a “Back to Portal” button.

2. Setup: The Review Setup screen allows you to set up the review. Access the Setup page from the Main Portal or Review Management page.

3. Review: The Review Management screen allows you to manage the review, access the checklists, and complete the review. Access the Review page from the Main Portal or Setup.

4. Report: The Report Menu allows you to preview and print a variety of reports. Access the Report page from the Main Portal.

B. Helpful Information

Instructions, protocols and business rules are incorporated throughout the prototype. They are also available as a pdf report on the Report Menu under Guidance Reports.

1. Instructions. Instructions provide guidance on how to use the prototype. Click on the icon.

2. Protocols. Protocols provide guidance on the specific review steps. Click on the bold icon.

3. Business Rules. Business Rules provide guidance on the specific requirement (e.g., regulation). Click on the.

C. Navigation within the Checklists

1. In Progress/Complete. At the bottom of each checklist, the default checklist status is “In Progress”. Once you complete a checklist, you must mark the checklist as “Complete” as it will not happen automatically.

The checklist status on the Review Management screen will update.

2. Back. Click the “Back” button to return to the Review Management screen.

3. Yellow/White Text Boxes. Yellow text boxes = information that you complete. White text boxes = information that will be filled in automatically.

4. Entering data in text boxes. If you are typing in a large text box and want to go to the next line, you have to select both “Ctrl” and “Enter”. Selecting only “Enter” will take you to the next question.

5. Tab to Next Field. To navigate from one data entry field to another, either click the Tab button on your keyboard or click in the next field with your mouse.

Integrated Prototype: 5834 Module Read-Me Document

5. MAIN PORTAL

The prototype opens to the Main Portal. The Main Portal screen is used to access all compliance area modules (only VMS is in this version) and provides access to the Review Setup and Review Management screens. The user can select his/her compliance areas and team members. You must return to the Main Portal in order to exit the prototype. Each main screen features a “Back to Portal” button. The Main Portal also includes links to: Review Status, Reports, Data Management, Help Desk, and Exit Portal.

A. Select PHA

1. The prototype opens to the Main Portal, which is pictured below.

2. Throughout the prototype, select the icon for instructions on how to use the prototype.

3. Click the dropdown list beside “FO Selection” and scroll down to select the desired Field Office.

4. Based on the Field Office selection, PHAs will now be available. Click on the arrow in the “PHA Selection” dropdown list and scroll down to select the desired PHA.

5. Based on the PHA selection, projects will now be available. Select any applicable projects by clicking each project once.

Integrated Prototype: 5834 Module Read-Me Document

B. Compliance Area

1. Click the gray “Compliance Area” button to access the Compliance Area screen. You will see a screen similar to the one below.

2. Select the checkbox for “5834-Asset Management”.

3. Select the “Back to Portal” to return to the Main Portal screen.

C. Team and Start Date

1. Select “Team and Start Date” button from the Main Portal screens.

2. Under Review Date, complete the Actual Start and Finish Dates. You may enter the date by 1) clicking in the field and selecting the date from the calendar or 2) entering the dates in the mm/dd/yyyy format.

3. Under Review Team, complete or select the following fields: first name, last name, title, HUD Office, and role. Select the “Add” button after each team member. You may add as many team members as you wish.

a. Make sure the Team Lead(s) is properly identified as the lead has additional functionality for assigning tenant file reviews.

b. Make sure all review team members are included in the Team Setup. Verify the information prior to assigning tenants.

4. Modify Team Member: You may modify a team member’s information.

a. Select the Team Member in the Review Team table.

b. Change the information you want to update.

c. Select the “Modify” button and verify that you would like to modify the information.

5. To delete a team member, select the team member in the Review Team table and select the “Delete” button.

Integrated Prototype: 5834 Module Read-Me Document

6. When you are finished, select the “Back to Portal” button. Note: The Review Start Date appears on the Main Portal screen.

Tip 2: Team Setup helps keep track of each reviewer. This will be important for compiling data from separate reviewers and for reporting purposes.

Tip 3: You may return to the Main Portal at any time during the review to modify compliance areas, review dates and team members for the selected PHA.

D. Conduct Review

1. Use the drop down arrow beside “Select Current Reviewer” to select a reviewer. The list of reviewers is based on the team members entered on the Team Setup screen.

2. Use the drop down arrow beside “Select Module” to select a module. The list of modules is based on the compliance areas the user selected on the Compliance Area screen.

3. Select the “Setup” button to perform the review setup or the “Review” button to continue the review. You may select the “Report” button to preview and/or print reports for this module as well as blank and completed checklists.

E. Show Progress Report

1. At any time during or after the review, you may select the “Show Progress” button to review the progress report by compliance area or PHA. You will see a screen similar to the one below.

2. Compliance Area Progress Report: Use the drop down menu to select a specific compliance area. The progress report provides a list of all PHAs for which that compliance area was selected as well as the status of each review.

3. PHA Progress Report: Use the drop down menu to select a PHA. The progress report identifies the review status for all active compliance areas for that PHA.

F. Main Portal: Other Features

At the bottom of the Main Portal screen, there are five buttons, four of which provide access to additional screens.

1. Review Status: Allows user to view the status of all reviews by either compliance area or PHA.

2. Report: Allows user to preview and print a variety of reports, including blank and complete checklists and VMS-specific reports.

3. Data Management: Allows user to import data from and export data to the other team members.

4. Help Desk: If connected to the Internet, allows user to email a ticket to the CCMI team (CCMIhelp@hud.gov).

5. Exit Portal: Allows user to close the prototype. To exit prototype, you must return to the Main Portal and click the “Exit Portal” button at the bottom.

Tip 4: You may return to the Main Portal at any time during the review to modify the following information for the selected PHA: 1) projects, 2) compliance areas, and 3) review dates and team members.

Tip 5: To exit the prototype application, you must return to the Main Portal and click the “Exit Portal” button at the bottom. Use the “Back to Portal” button to return to the Main Portal.

Tip 6: Use the “Data Management” button at the bottom left of the Main Portal to import or export data from the prototype and between review team members.

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Comprehensive Compliance and Monitoring Initiative (CCMI)

Integrated Prototype: 5834 Module Read-Me Document

6. REVIEW SETUP

The 5834 Review Setup screen is used to remove those projects selected in the Main Portal that will not undergo a 5834 review. Only those projects selected in the Main Portal are available in the Review Setup. In the event that all projects selected in the Main Portal will be reviewed in the 5834 module, the 5834 Review Setup screen is not needed.

Notes:

1. A project may be removed from the review by double-clicking on the project, or by highlighting the project and clicking the “Remove from Selection” button. The prototype will not allow a reviewer to remove all projects from selection.

2. The Review Setup table categorizes the project listings based on the project’s selection status: if the project is de-selected, the project is listed at the bottom.

3. The 5834 Review Setup screen displays the review type and review status for each project. Any review marked as “In Progress” will have “5834” as its Review Type.

7. REVIEW MANAGEMENT

The Review Management screen helps the user manage and complete the review, including associated checklists.

In order to access each checklist, the reviewer must select a review in the “Project Code” box. Only those reviews logged in the Review Setup screen will be available here. Once the user selects a “Project Code”, the list of checklists will populate. Clicking the “Go” button next to each checklist will launch the reviewer into that checklist.

Review Status

At this point, the review has not yet commenced and would, by default, be listed as “In Progress”. Once the reviewer has completed the review, the reviewer should select the “Complete” button. The selection of the “Complete” button triggers the following “Review Type Selection” pop up window.

The following review types are applicable to the 5834 review: 1) Scored, 2) Non-Scored, and 3) Scored All (where all checklists- both the scored and non-scored components- are completed). The reviewer will not be asked to define the type of review to be conducted up front. The review type will only be defined after the completion of the review.

Required Checklists

The Pre-Review Checklist is the only “core” or required checklist. Core is defined as all questions for all scored components must be answered so that a score can be generated. This is indicated on the Review Management screen with a sub-heading under “Pre-Review” marked (REQUIRED) in Red. The rest of the checklists are considered “non-core” as all questions for a non-scored component are optional. It is recommended that all other “non-core” checklists still be completed by the reviewer.

1. The reviewer can choose to show scoring/not show scoring on this screen.

2. For each component checklist, the reviewer has the option of excluding a scored component checklist. The points are then re-distributed to the other components within the sub-indicator.

3. The “Scoring Refresh” button allows the reviewer to refresh the scoring for all the components.

8. CHECKLISTS

A. 5834-Asset Management Review Types

There are seven (7) sub-indicators and twenty one (21) components for the 5834-Asset Management Module;

however, all checklists are not required except for the Pre-Review Checklist. This checklist is required to be completed by the user as the data entered is used to populate other checklists.

Note: Each checklist may be “Excluded” from the review on an individual basis by clicking the “Exclude” checkbox on the top right corner of the checklist.

To access the checklists:

1. Select a “Project Code” from drop-down menu.

2. Select the “Go” button beside the Pre-Review (Required) checklist.

3. Once completed, select the “Go” button beside each component checklist.

B. Checklist Descriptions

The following table describes how each individual checklist fits into the overall review type methodology for the three types (Scored, Non-Scored, and Scored All) of 5834 review. As noted above, a checklist may be worth more than the maximum assigned points if another checklist in the same category has been excluded.

ID

5834 Checklist

Description

Review Type Implications

1.1 Appearance

and Market Appeal

Scored checklist worth up to five points.

May be completed for the project as a whole or for multiple project sites.

Must be completed for a “Scored” review.

1.2 Security

Scored checklist worth up to one point.

Worksheets may be used.

Inquires about crime in the project and measures taken to mitigate it.

Scored review.

2.1 Exigent

Health and Safety

(EHS)

Deficiencies

Non-scored checklist.

Mostly filled in with information from the Pre-Review checklist.

Worksheet may be used.

Need not be completed for a Scored review, but must be completed for a “Scored All” review.

2.2 Lead-Based

Paint (LBP) Inspection Deficiencies

Non-scored checklist.

a Scored review, but must be completed for a Scored All review.

3.1 Unit

Inspections

Scored checklist worth up to one point.

Worksheets may be used.

Partially filled in with information from the Pre-Review checklist.

3.2 Work Orders

Scored checklist worth up to three points.

Partially filled in with information from the Pre-Review checklist.

Requires access to data from three years prior.

3.3 Preventive

Maintenance

Scored checklist worth up to one point.

Requires reviewer to assess maintenance plans for at least 11 critical aspects of the project.

3.4 Energy

Consumption / Utility Conservation

Scored checklist worth up to one point.

Worksheet may be used.

Requires information from up to five years prior.

3.5 Modernization

a Scored review, but must

4.1 Accounts

Scored checklist worth up to four points.

Integrated Prototype: 5834 Module Read-Me Document

Payable

Time sensitive: project information must be current and up-to-date for the most recent fiscal year quarter.

4.2 Percentage of

Rents Collected

Scored checklist worth up to four points.

Time sensitive: project information must be current and up-to-date for the most recent fiscal year quarter.

4.3 Budget

Management

Non-scored checklist.

Worksheet may be used.

Depending on time of year, may require information from either prior or current fiscal year.

a Scored review, but must

4.4 Procurement

Non-scored checklist.

Condensed version of Procurement review, containing Procurement summary questions.

a Scored review, but must

5.1 Vacancy Rate

Scored checklist worth up to 16 points.

Worksheet may be used.

Some information filled in based on project characteristics, like ACC Units.

Requires data from most recent 12-month period.

5.2 Unit

Turnaround Time

Scored checklist worth up to two points.

Worksheet may be used.

Some information filled in based on project characteristics, like ACC Units.

Requires data from most recent 12-month period.

5.3 Occupancy

Review

Non-scored checklist.

Condensed version of Occupancy review.

a Scored review, but must

6.1 Economic

Self-Sufficiency

Scored checklist worth up to one point.

Requests that reviewer submit PIC data, but permits user to opt for info from project.

6.2 Resident

Involvement in Project Administration

Scored checklist worth up to one point.

7.1 Finding

Correction: Prior Management Reviews

Non-scored checklist.

Largely filled in with information from the a Scored review, but must

7.2 Finding

Correction: Other Prior Reviews

Non-scored checklist.

Largely filled in with information from the a Scored review, but must

7.3 Insurance

a Scored review, but must

C. Pre-Review Checklist

The Pre-Review button launches to the Pre-Review checklist. This checklist asks users to fill in and/or cross-check data that are used to populate five (5) different scored components (See Pre-Review Checklist Crosswalk). Thus, the Pre-Review has a direct impact on the grading and scoring of the review. The Pre-Review checklist can be completed by the reviewer prior to going on-site. The Pre-Review checklist must be filled out in order for the system to allow the user to continue with the next checklists.

Integrated Prototype: 5834 Module Read-Me Document

The table below is a Pre-Review Checklist Crosswalk. The information that is inputted by the user in the Pre-Review checklist is then automatically populated into five (5) components. The list below is the Pre- Review Checklist question with the correlating populated component question. It is important for the user to input the correct data into the Pre-Review checklist as it will effect the components and ultimately the overall scoring of the review.

ID

Pre- Review Question

Checklist Populated

Checklist Questions Populated

Exigent Health and Safety (EHS) Deficiencies: Question 1, Part b

2.1

Questions 1-6

PASS Physcial Inspect Data:

Question 1

3.1

Question 1, Part a-c

PASS Physcial Inspect Data:

Question 1

3.2

Question 1, Part a-c

Prior Reviews and Audits:

Question 1 Table

7.1

Table

Prior Reviews and Audites:

Question 3 Table

7.2

Table

D. 5834 Components

Below is a screenshot of the Vacancy Rate component checklist to illustrate the key sections of a checklist: 1) questions, 2) criteria, and 3) scoring.

1. Questions. The questions with the white text boxes next to them are automatically populated from the Pre-Review checklist. The yellow text boxes must be completed by the user. Certain questions may have flags that populate once the user has entered data. For example, once all the data was entered into question four (4), the following information was populated below: “Vacancy rate is greater than 14%. No additional response needed.” The user should follow the instructions indicated in these flags.

2. Criteria

The intent of the grading rules was that the project would be awarded the highest grade for which it qualifies based on the below criteria. Below is the table with the “Grade” that each component of the Module can receive with the correlating criteria that is used for the basis of the indicated Grade.

Grade

Criteria

Grade A

Audit conducted in past 5 years All recommendations from the audit have been completed

Grade C

Audit conducted in past 1 year

OR

Audit conducted in past 5 years Have a comprehensive implementation plan

On schedule with the plan

Grade F

No audit in past 5 years OR No implementation plan OR Not on schedule with the plan OR

Have outstanding recommendations from the audit

3. Scoring. The reviewer does not need to complete every question in a checklist, as long as enough information has been gathered to generate a grade, the Grades column will show either A, B, C, D, or F.

If the reviewer has not recorded enough information, the Grades column will read “Inc.” upon returning to the Review Management screen. If the reviewer clicks the “Exclude” checkbox this text box will have nothing but a dash.

The “Grade Values” column is directly related to the Grade earned within the checklist. Because not all checklists are worth the same number of points, Grade Values are needed to serve as a multiplier.

A grade of “A” translates into a multiplier of 1.

A grade of “C” translates into a multiplier of .7.

An “F” translates into a multiplier of 0.

Only a couple of the checklists can receive grades of B or D.

Each scored checklist has a value in the Max Points column ranging from 1 to 16. If any scored checklists

Integrated Prototype: 5834 Module Read-Me Document within one of the seven categories are marked as Excluded, the points that were assigned to that component are redistributed to other scored checklists within that category. The user must select “Calculate Results” in order to view the resulting “Grade” and correlating explanation with grade level at the bottom of the component screen.

1. Remember to select “Calculate Results” at the end of the review or if any changes have been made to the component to update the score.

2. To “Exclude” the component from the sub-indicator, check the box in the top right corner of the screen.

E. Sub-Indicator Worksheets

The 5834 Module has nine (9) worksheets associated with certain sub-indicators. The worksheets are optional but are used to assist in answering the checklist questions. The worksheet availability and applicability will be noted within the checklist such as the box below.

The following is a table of the sub-indicators and components in the 5834 Module. Along with each sub-indicator and component, is the correlating worksheet that is available for each checklist.

Monitoring Area

Scored Area

Worksheet

(How Many)

1 General Appearance and Security

1.1 Appearance and Market Appeal

Yes

No

1.2 Security

Yes

Yes (2)

2 Follow-up and Monitoring of Project Inspections

2.1 Exigent Health and Safety Deficiencies

No

Yes (1)

2.2 Lead-based Paint Inspection Deficiencies

No

3 Maintenance

3.1 Unit Inspections

Yes (2)

3.2 Work Orders

Yes

No

3.3 Preventive Maintenance

Integrated Prototype: 5834 Module Read-Me Document

3.4 Energy Conservation / Utility Consumption

Yes

Yes (1)

3.5 Modernization

No

4 Financial Management / Procurement

4.1 Accounts payable

No

4.2 Rent Collection

Yes

No

4.3 Budget Management

No

Yes (1)

4.4 Procurement

No

5 Leasing and Occupancy

5.1 Vacancy Rate

Yes (1)

5.2 Turnaround Time

Yes

Yes (1)

5.3 Occupancy

No

6 Tenant Management Relations

6.1 Economic Self-sufficiency

No

6.2 Resident Involvement in Project

Administration

Yes

7 General Management Practices

7.1 Prior Management Review Findings

No

7.2 Other Prior Review Findings

No

No

7.3 Insurance

F. Navigation within the Checklists

1. Protocols. Protocols provide guidance on the specific review steps. Click on the bold icon.

2. Business Rules. Business Rules provide guidance on the specific requirement (e.g., regulation). Click on the.

3. In Progress/Complete. At the bottom of each checklist, the default checklist status is “In Progress”. Once you complete a checklist, you must mark the checklist as “Complete” as it will not happen automatically.

The checklist status on the Review Management screen will update.

4. Back. Click the “Back” button to return to the Review Management screen.

5. Yellow/White Text Boxes. Yellow text boxes = information that you complete. White text boxes = information that will be filled in automatically.

6. Entering data in text boxes. If you are typing in a large text box and want to go to the next line, you have to select both “Ctrl” and “Enter”. Selecting only “Enter” will take you to the next question.

7. Tab to Next Field. To navigate from one data entry field to another, either click the Tab button on your keyboard or click in the next field with your mouse.

9. REPORTS

The Report Menu allows you to preview and/or print all checklists and reports. 5834-Asset Management General Reports are specific to your review. 5834-Asset Management Guidance reports bring together all the Instructions, Business Rules, and Protocols from throughout the prototype into a single resource.

A. Select the Report Parameters (Left Side of the Screen)

1. Select the Report button from the Main Portal.

2. Select the PHA Code.

3. Select the Compliance Area. (5834-Asset Management)

4. Select the Entity Code (Project).

B. Select Reports to Print and Preview (Right Side of the Screen)

5. Report Types:

Completed Checklists Blank Checklists Guidance Reports

General Reports

6. Go to any section of the reports, and use the dropdown to either select all or specific reports.

Select the “Preview” or “Print” button.

C. Create a PDF of Reports

1. Select the report of interest and select the “Preview” button.

2. Select the “PDF or XPS” icon at the top right of the screen.

Integrated Prototype: 5834 Module Read-Me Document

3. Select File Name.

4. Select “Save as type: PDF”.

5. Select “Publish” to save the PDF.

D. 5834 Module Report Descriptions

The list below summarizes the descriptions of the available reports in the Procurement Module.

1. Checklists Completed Reports. Any checklist that has been completed under the Procurement Module will be available to be previewed and/or printed. Each report is a snapshot of the entire completed checklist or checklist section.

Blank Reports. All checklists may be previewed and/or printed blank. Regardless of whether or not the checklist has been completed in a review, the user may opt to access blank checklists.

2. General Reports Review Listing Report. This report mimics the Review Setup screen, showing which projects were available for review, the status of these reviews, and other similar information.

Score Summary Report. Similar to the Review Management screen, this report is a scoring table for each project review. All checklists, scored and non-scored are listed along with a small chart showing the sums of all scored checklists.

3. Guidance Reports Instructions. Throughout the prototype, there are “?” buttons that provide basic instructions on how to operate the tool. This report offers all such instructions in a single place.

Protocols. Dispersed throughout the checklists, there are “P” buttons that provide access to the Protocols for that particular question, component or checklist. This report offers all such Protocols in a single place.

Business Rules. “B” buttons that provide access to the Business Rules for a particular question, component or checklist will be added to the checklists. This report offers all such Business Rules in a single place.

Select the "Back To Portal" button to return to the Main Portal.

Tip 7: Print a blank copy of all checklists prior to going on-site.

Comprehensive Compliance and Monitoring Initiative (CCMI)

10. DATA MANAGEMENT

Use the Data Management function to compile review data from multiple reviewers by importing and exporting review data. Team members could export their completed reviews or checklists to the Team Lead. The Team Lead could import all of the databases submitted by team members to compile the review data.

A. Data Management – Export Data

1. From the Main Portal, select the “Data Management” button.

2. Under Module Selection, select “5834-Asset Management” and select the “Export Selected Module” button.

3. Result: This will export all checklists and reviews that have a Status of “Complete” into an Access database called “CCMI_Data”. You may want to add the reviewer’s name (if not already there) and/or PHA Code (e.g., CCMI_Data_WA001_JJenkins.)

B. Data Management – Import Data

1. From the Main Portal, select the “Data Management” button.

2. Under Module Selection, select “5834-Asset Management” and select the “Import Selected Module” button.

3. Locate the Microsoft Access file to import and select “OK”.

4. Result: This will import all checklists and reviews that show a Status of “Complete”.