PIR1 MASS Indicator Tool User's Guide_20120119.txt

PIR1 MASS Indicator Tool hud User’s Guide

MASS Users Guide - Table of Contents

I. MASS Indicator Tool Overview Management Operations Indicator (MASS) Subindicators II. MASS Indicator Tool Processing Flow III. General overview of processes associated with the MASS Indicator Tool IV. MASS Indicator Tool User Interface IV.1. Below is a screen print of the main user interface associated with the MASS Indicator Tool IV.2. Description of MASS Maintenance Options form IV.2.1. The MASS Maintenance Options form includes two buttons:

IV.3. Description of ‘PIR1 MASS Indicator Tool – Reports’ - form IV.4. Description of MASS Indicator Tool - Reporting Options form IV.5. Description of MASS Indicator Tool - Maintain Archived Datasets form

I. MASS Indicator Tool Overview

The objective of the Management Operations Indicator (PHAS Interim Rule, 24 CFR Part 902 Subpart D) is to measure the PHA’s performance of management operations through the management performance of each project. A score is calculated for each project. The overall MASS score is based on the weighted average of project level scores. Projects will be assessed under this indicator through information that is electronically submitted to HUD through the Financial Data Schedule (FDS) for unaudited and audited submissions. Mixed finance projects are excluded from the management operations indicator.

Individual project scores, as well as an overall PHA Management Operations Indicator score, will be issued. In order to receive a passing score under the MASS Indicator, a PHA must achieve a score of at least 15 points or 60% of the maximum score of 25 points.

The Management Operations Indicator (MASS) has a maximum score of 25 points based on three sub-indicators:

1) Subindicator 1: Occupancy (Max: 16 points),

2) Subindicator 2: Tenant Accounts Receivable (Max: 5 points), and

3) Subindicator 3: Accounts Payable (Max: 4 points).

PCNE. Additionally, there can be an adjustment of up to 2 points, at the project level, for Physical Condition and Neighborhood Environment (PCNE). According to §902.44, the project score will be adjusted upward by the PCNE to the extent that negative conditions are caused by situations outside the control of the project. These situations are related to the poor physical condition of the project or the overall depressed condition of the major census tract in which the project is located. PCNE is based on statutory language at 42 U.S.C. 1437d(j)(K)(I)(2) states that HUD shall reflect in the weights assigned to the various indicators the differences in the difficulty in managing individual projects that result from their physical condition and neighborhood environment.

Rounding. In MOPS, ratios (values) are shown rounded to five decimal points (e.g., 0.15362). Rounding is not applicable to project scores as the values are converted to whole numbers. Rounding is applicable to the overall weighted average MASS score. The PHA level score should be rounded to a whole number based on traditional rounding rules.

Late Points and Late Presumptive Failure. According to §902.60(e), late points and late presumptive failure (LPF) will only be applied to the financial condition indicator since the management operations information is derived from the financial condition submission. However, §902.62(c) Failure to submit states that “If a PHA does not submit its unaudited or audited information, it will receive a zero for management operations.

Example: If a PHA submits its unaudited financial statements 5 months after the PHA’s FYE, the PHA will receive an LPF on Financial Condition. The PHA may also receive a zero for its MASS score until the PHA submits either its unaudited or audited financial statements. Once the PHA submits its financial statements and they are approved, a MASS score will be issued. This same PHA would receive a zero for its Financial Condition (FASS) score due to the LPF issued for its unaudited submission. Once a PHA receives an LPF for its unaudited submission, it also receives a FASS score of zero for its audited financial statements, even if the audited submission is submitted on time. This score of zero does not apply to the PHA’s MASS score.

Calculating the Project Score (Project Score) and the Unit Weighted Average Project Score (PHA Score):

1. Calculate the 3 subindicators for each project.

2. Calculate the project score up to a maximum of 25 points.

3. Adjust each project score up to 2 points based on PCNE with a maximum project score of 25.

This is the MASS Project Score.

4. Calculate the number of units by project based on FDS Line Item 11190 UMA divided by 12.

5. Multiply each project score (including PCNE adjustment) by the number of units to create the product.

6. Add each project’s product to create a total product. Add each project’s units to create total units.

7. Calculate the overall weighted average MASS score by dividing the total product by the total number of units. This is the MASS PHA Score.

In order to ensure that the PHAS scores produced is meaningful and during the QA process, NASS Business will use the following rules for scoring the MASS subindicators.

Management Operations Indicator (MASS) Subindicators

MASS

Subindicators

Max Pts

How Scored

Description & Calculations (based on FDS Line Items)

Subindicator 1: Occupancy

16 pts

= 98% .

pts

<98% but =96% .

pts

<96% but = 94% .

pts

<94% but = 92% .

pts

<92% but = 90% .

1 pt

<90% .

pts

Measures the occupancy for the project’s fiscal year (FY), adjusted for allowable vacancies.

Numerator: FDS Line 11210 Unit Months Leased

(UML)

Denominator: FDS Line 11190 Unit Months Available

(UMA)

1. If line item 11210 is null, equate to zero.

2. If line item 11210 is negative, then subindicator will receive zero points.

3. If line item 11210 equals zero, then subindicator will receive zero points.

4. If line item 11190 is zero, the subindicator should get zero points.

5. If line item 11190 is negative, the subindicator should get zero points.

6. If line item 11190 is less than 6, then rounding will result in zero and this can be handled later as exception management. (This should be in range where <90% = 0 points.)

MASS

Subindicators

Max Pts

How Scored

Description & Calculations (based on FDS Line Items)

Subindicator 2: Tenant Accounts Receivable

5 pts

<1.5 .

5 pts

=1.5 but <2.5 .

2 pts

= 2.5 .

0 pts

Represents the amount of tenant accounts receivable against tenant charges for the project’s FY.

Numerator: FDS Line 126 Accounts Receivable Tenants

Denominator: FDS 70500 Total Tenant Revenue

1. If line item 70500 is null, equate to zero. If 70500 = Null . 70500 = 0

2. If line item 70500 is negative, then subindicator will receive zero points.

o If 70500 < 0. AR Ratio =- 999 o Force A/R score to 0 if Ratio = -999 and Li 70500 <0

3. If line item 70500 equals zero, then subindicator will receive zero points.

o If 70500 = 0. AR Ratio = 999 o Force A/R score to 0 if Ratio = 999

4. If line item 126 is zero, the subindicator should get maximum points. If 126= Null . LI 126= 0

5. If line item 126 and 70500 both equal zero . Force A/R score to 0 if Numerator and denominator = 0

Max Pts

How Scored

Description & Calculations (based on FDS Line Items)

Subindicator 3: Accounts Payable

4 pts

<0.75 .

pts

=0.75 but <1.5 .

pts

= 1.5 .

pts

Measures money that a project owes to vendors at the end of the project’s FY for products and services purchased on credit against total operating expenses.

Numerator: FDS 312 Accounts Payable (Current) + FDS 313 Accounts Payable (Past Due)

Denominator: FDS 96900 Total Operating Expenses ÷ 12 months

(312 A/P + 313 Past Due A/P)

(96900 Operating ÷ 12)

1. If line item 96900 is null, equate to zero.

2. If line item 96900 is negative, then subindicator will receive zero points.

3. If line item 96900 equals zero, then subindicator will receive zero points.

4. If line items 312 and 313 equal zero, then the subindicator should get maximum points.

5. If line items 312 and 313 are negative, then the subindicator will receive zero points.

6. If the ratio is negative, the subindicator will receive zero points.

MASS Project Score

25 pts

Maximum MASS project score is 25 for three sub-indicators and PCNE adjustment.

Physical Condition (PC)

1 pt

. Project receives point if age is at least 28 years old based on the difference between the unit-weighted average Date of Full Availability (DOFA) and project FYE.

Neighborhood Environment

(NE)

1 pt

. Project receives point if located in a census tract where at least 40% of the families have an income below the poverty rate based on the most recent census data.

. If a project is located in more than one census tract, the census tract where the majority of the project’s units are located shall be used.

MASS Project Score

25 pts

PCNE adjustment (max = 2) is applied up to the maximum MASS project score of 25.

Max Pts

How Scored

Description & Calculations (based on FDS Line Items)

Number of Units

The number of units is required in order to calculate the Unit Weighted Average Project Score = PHA’s Management Operations Score.

Numerator: FDS Line 11190 Unit Months Available (UMA)/Denominator: 12 months

11190 UMA

The FDS is composed of the Balance Sheet and Income Statement:

Balance Sheet (BS): A financial statement that summarizes an agency or program’s assets, liabilities and equity at a point in time (e.g., fiscal year end (FYE)). FDS balance sheet line items are 3 digits, e.g., 111 Cash Unrestricted.

Income Statement (IS) provides a measure of the agency’s performance through a summary of its revenues and expenses through both operating and non-operating activities for a period of time (e.g., fiscal year). FDS income statement line items are 5 digits, e.g., 70500 Total Tenant Revenue.

The MASS Indicator Tool is designed to calculate the management level scoring for qualified PHA’s and their associated projects. From a processing standpoint the MASS Indicator Tool first scores all information at the project level and then rolls up the qualified project level records into the PHA level score.

MASS Scoring Components:

The MASS Indicator Tool produces PHA level scores with values in the range of 0 to 25 points with 25 being the highest score.

The major scoring components used for MASS scoring are found within the three MASS sub-indicators at the project level.

Occupancy – The projects occupancy score can be up to 16 points total of the possible total 25 points for the MASS Indicator Tool.

Tenant Accounts Receivable – The tenant A/R sub-system score can be up to 5 points of the possible total 25 points for the MASS indicator Tool.

Accounts Payable – The accounts payable score can be up to 4 points of the possible total 25 points for the MASS Indicator Tool.

The minor scoring components used to adjust MASS scores are as follows…

Physical Condition – If the average DOFA (date of first availability) is greater or equal to more than twenty-eight years the PC adjustment is one point. Otherwise the PC adjustment is 0 points.

Neighborhood Environment – The neighborhood environment adjustment value can be up to one point. If the projects with the largest number of units census tract has a poverty rate of 40% or higher the project qualifies for the one point NE adjustment. Otherwise the NE adjustment is zero points.

II. MASS Indicator Tool Processing Flow

The MASS Indicator Tool overall process flow is as follows.

Select FYE Date(s) using form list box

Start here

View Tables – Form tool to view table data

PHA Form – Allow end-user to view PHA/Project data per record with conditional formatting

Projects Form – Allows end-user to view all Project data per record with conditional formatting and filtering

MASS Indicator Reports Form – Select desired report to view/print.

Form to manually accept PHA scores with exceptions found during processing

View Options: Available once the locally computed scores have been produced

Click the button “Process MASS Scores” – This action performs all local MASS scoring routines – This completes the local scoring

III. General overview of processes associated with the MASS Indicator Tool

III.1. Step 1 – MASS Processing III.1.1. Upon opening the MASS Indicator tool a dialog box will appear that allows the end-user to either start fresh by entering “F” which leaves existing prior data in place or “P” to review prior data.

III.1.2. If the end-user selects the “F” option the main menu will appear as seen below.

Selecting the “F” option starts with a fresh dataset. At this point there is not data loaded into the tool.

III.1.3. If the end-user selected the “P” option from the startup dialog box the main menu will appear similar to the screen shown below. This option allows you to review the resulting data from the prior MASS processing run. To review data use any button except the “Upload MASS data from DW” or “Calculate MASS Score”.

III.1.4. After loading any new data from the data warehouse the end-user should pay attention to the data in the “Select FYE Period” list box. First off, look at the dates the in the column “PHA Extract” and “Proj Extract” and verify that the dates match. Also pay attention to the dates to verify that the dates are no more than a single day old. In the event that the dates do not match or that the dates are more than a single day old the form will display warning boxes in the white section below the “Select FYE Period” list box. It is up to the end-user to make the determination that the data being processed has no anomalies before continuing to calculate the MASS scores.

III.1.5. If the end-user wishes to reload the tool with the most current data from the data warehouse simply click the button labeled “Upload MASS data from DW”. This clears all existing data within the tool (with the exception of any archived results tables) as well as all temporary tables used during the MASS processing.

III.1.6. Before the MASS processing can be run the end-user must select the appropriate date(s) to be used for processing via a list box with the label “Select FYE Periods” above it. To select more than one date within the list box hold down either the shift key or Ctrl-key and click on all the desired dates. Once at least one or more dates are selected within the “Select FYE Periods” list box the button “Calculate MASS Score” button becomes enabled.

III.1.7. To start MASS processing click the “Calculate MASS Score” button. Note that the form will display the current status of MASS processing in the status boxes found below the buttons on the main form.

III.1.8. While MASS processing is occurring the end-user can watch the form sections “Overall Status:” and “Details Status”. These sections will display dialog describing the processing currently occurring while the MASS processing is running.

III.1.9. Bear in mind that all results produced by the MASS Indicator Tool are considered “Local computations”.

III.1.10. All MASS datasets already include sub-indicator scoring, adjustments, project scores and PHA scores produced by MASS (online). All of these results are considered “Sub-system computed results” and are read-only.

III.1.11. The overall goal of the MASS Indicator tool is to be able to compare the “Sub-system computed results” produced by the MASS (online) against the “Local computations” produced by MASS Indicator Tool being described in this document.

III.1.12. Once the local MASS processing is completed a dialog box will display information about the number of records processed as well as the amount of time necessary to complete the processing. The end-user clicks the “OK” button on the dialog box to close the dialog box and continue.

III.1.13. Local MASS processing only need to be run once. Reclicking the “Calculate MASS Scores” button will rerun the scoring process but will not hurt or damage the resulting dataset. All MASS processing is done within tables local to the MASS tool.

III.2. Step 2 – Review Results III.2.1. Once MASS processing is completed the end-user can then review the locally computed results using a combination of tools built into the MASS indicator tool.

III.2.2. The first method available to the end-user to review the underlying data is the “View Tables” option. This opens a dialog box that displays the various view table options. Simply double click on the desired table to view the resulting table information.

III.2.3. All data displayed via View Data option is read-only and it is not possible for end-user to modify any underlying resulting datasets displayed. This displays the data in a table/datasheet format and allows you to review the raw underlying results table data.

All table data viewed using the “View Tables” features are read-only.

III.2.4. The second method to review the resulting datasets uses forms. Each form has unique characteristics used to assist the end-user in analyzing the MASS results.

III.2.5. The advantage of using the forms to review the data is that the data is aligned on the form in such as way as to make it easy for the end-user to interpret the results.

III.2.6. The forms use conditional formatting to highlight any locally computed differentials. Data elements identified as an exception will have either yellow or red backgrounds. As you move from record to record the conditional formatting changes based on the underlying data.

III.2.7. There are distinct advantages to reviewing the resulting data via the custom forms. Here is a summary of the advantages of using the forms to review the resulting data.

III.2.8. The color coded boxes and labeling on the forms make it easy to distinguish between the results computed by the MASS sub-system and the locally computed results III.2.9. The data relating to each sub-indicator is aligned vertically to make it easy to compare sub-indicator results created by the MASS sub-system and locally computed results for each sub-indicator produced locally III.2.10. Any fields with differential values have conditional formatting embedded. The conditional formatting changes the background color for the fields with differentials.

This makes it so that the end-users can easily identify any locally computed values that do not match the corresponding MASS sub-system computed values.

III.2.11. The form used to display the project level records allows the end-user to filter the data. Here is a summary of the advantages of using the project level records form filtering feature.

III.2.12. By selecting a filtering feature the end-user can qualify the number of records that match the filtering criteria. The filtering box is the list box located in the upper right hand corner. Double click the desired filter and the associated data will appear.

When filtering, if there are no records to be found for the selected filter a dialog box will appear display “No records to display” will appear.

III.2.13. The filtering allows the user to toggle between identified data related issues and all records on demand.

III.2.14. The all records feature under the projects form displays all records regardless of if the project record scored or not.

III.2.15. The end-user can review all records associated with a filtering type and maintain a single mindset that is associated with the filtering type. This maintains consistency when reviewing filtered records.

III.2.16. Any conditional formatting assist the end-user in easily identifying the data elements within the projects form that have data related issues.

Below is a sample screen shot of the Projects review form

PHA Review Form

III.2.17. The form used to display the PHA level records does not have filtering built in.

Use the project level form if you desire to filter the resulting records at the projects level. The PHA level form displays the single PHA level record on the top of the form.

The sub-form for the PHA level data displays all project level records associated with the PHA record regardless of whether or not the project record produced a score.

III.2.18. Bear in mind that the PHA form displays associated projects records, but the project level sub-form only displays a single project level record at a time. The project level sub-form allows you to navigate between the individual project records associated with a given PHA record. Navigation of the individual project records is independent of the PHA level record. Use the navigation buttons found on the bottom of the project level sub-form to move between any project records associated with the PHA record.

III.2.19. On the PHA form, navigating to a PHA record will only display the associated project records in the projects sub-form. There is a one-to-many relationship between a given PHA record (top section) and the Projects sub-form (the bottom section). There can be one or more records found via the sub-form that displays projects associated with a PHA record.

III.3. Step 3 – Manually Accept Scores with Exceptions III.3.1. Use the button “Manually Accept Scores” to begin the manual scoring review for exception records.

III.3.2. The form used for manually accepting PHA scores with exceptions is unique in several ways. Here is a list of what is unique about the form used to manually accept PHA’s scores.

III.3.3. The form to manually accept PHA scores with exceptions only displays PHA records where scoring exceptions were found. If there were no exception records found for a given PHA then this form will not display those records.

III.3.4. The project records displayed under the form to manually accept a PHA’s score that contain exceptions only displays the project level records that were used to roll up into the given PHA’s score.

III.3.5. Once the end-user clicks the button labeled “Manually accept” on the form to manually accept PHA scores, the form will automatically save the manually accepted record to the tables ‘tbl_ManuallAcceptedItems’ (project level) and ‘tbl_ManallyAcceptedAssessment’ (PHA level) and then drop the displayed record off the form. This means that once a score is manually accepted it will not show up on the manual scoring acceptance form in the future.

III.4. Step 4 – Review Records Manually Accepted

III.4.1. The button “View Manually Accepted” opens a form to view all PHA/Project records that have been manually accepted in the past. This is a read only form to allow the end-user to view the associated records. This form has two additional fields not found on any of the other forms. The additional fields are “User Name” (the person who reviewed and manually accepted the record) and “Time Stamp” which displays the date and time that the individual manually accepted the PHA score.

III.5. Step 5 – View or print reports III.5.1. The button “Reports Form” displays a form that allows the end-user to select any one of the available MASS Indicator reports.

IV. MASS Indicator Tool User Interface

IV.1. Below is a screen print of the main user interface associated with the MASS Indicator Tool

IV.1.1. The review process allows you to review the results of the MASS processing.

The review process would typically involve the end-user first validating that the MASS processing produced the correct number of records. Additional checking would involve using the projects and PHA forms to review the results with an eye towards the errors.

The conditional formatting on the PHA and projects review forms make the process of identifying the data elements with differentials between what the MASS sub-system computed and what the local MASS processing computed.

IV.1.2. The form for reviewing projects contains a feature to allow you to filter the form data for specific data related issues. The filtering feature makes it easy for the end-user to review and quantify the various types of data issues.

IV.1.3. Once the end-user is satisfied that the correct number of records where processed, the end-user can then move on to manually accepting scores for the PHA where exceptions were found. The form to review PHA’s with exceptions is unique in

MASS_frmMaintenance.bmp several ways. Firstly the form will only display PHA’s in the current processing run that had exception records. Secondly the project level data associated with the PHA’s with exceptions only displays the project level data used to roll up to the PHA score. If a PHA’s score was manually accepted in a prior MASS Indicator run, the PHA will not long show up on the form to manually accept scores for the current processing period. The form to manually accept scores allows the end-user to navigate through all the project level data used for scoring and easily identify the nature of the exceptions found.

IV.1.4. The MASS Indicator Tool reporting form allows the end-user to view or print any predefined reports displayed on the form. The end-user can double click on the desired report to preview the report output.

IV.1.5. ‘MASS Maintenance Options’ – Opens the form: ‘MASS Maintenance Options’ (frmMaintenance, described in section 3.1 - once final, add page number.)

IV.1.6. ‘MASS QC Check’ – Opens the form ‘PIR1 MASS Indicator Tool – Reports’ (frmQCCheck, described in section 3.2- once final, add page number..)

IV.1.7. ‘MASS Reporting Form’ – Opens the form ‘MASS Indicator Tool - Reporting Options’ (frmReportOptions, described in section 3.3- once final, add page number..)

IV.2. Description of MASS Maintenance Options form

MASS_frmQCCheck.bmp IV.2.1. The MASS Maintenance Options form includes two buttons:

IV.2.1.1. ‘Maintain Database Links Table’ - which opens the ‘DatabaseLinks’ table for the user to review, and IV.2.1.2. ‘Maintain Archived Data’ – which opens the form ‘MASS Indicator Tool - Maintain Archived Datasets’ (frmArchivedMaint, described in section 3.4.)

IV.3. Description of ‘PIR1 MASS Indicator Tool – Reports’ - form

IV.3.1. The ‘PIR1 MASS Indicator Tool – Reports’ form includes three buttons:

IV.3.1.1. Selecting ‘MASS Source Data Extract Validation’ will display for the user to review four datasheets, used for quality control purposes:

IV.3.1.1.1. Exception extract dates in the PHA level data.

IV.3.1.1.2. Exception extract dates in the Project level data.

IV.3.1.1.3. PHA’s contained in the PHA level data, but not contained in the Project level data.

IV.3.1.1.4. PHA’s contained in the Project level data, but not contained in the PHA level data.

IV.3.1.2. Selecting ‘QC Ratio and Score Diff’ will display for the user to review nine datasheets, used for quality control purposes. These datasheets show various exceptions at the PHA and Project levels where differences exist between data calculated by the PIR1 MASS indicator Tool and the scoring data included in the data warehouse. These datasheets, which include differences in ratios and scores are:

IV.3.1.2.1. Differences in Accounts Payable Ratios

IV.3.1.2.2. Differences in Accounts Payable Scores

IV.3.1.2.3. Differences in Occupancy Ratios

IV.3.1.2.4. Differences in Occupancy Scores

IV.3.1.2.5. Differences in Accounts Receivable Ratios

IV.3.1.2.6. Differences in Accounts Receivable Scores

IV.3.1.2.7. Differences in the Neighborhood Environment Scores

IV.3.1.2.8. Differences in the Physical Condition Scores

IV.3.1.2.9. Differences in the Project level adjusted scores

IV.3.1.3. Selecting ‘QC MASS PHA Score Diff’ will display for the user to review four datasheets, used for quality control purposes:

IV.3.1.3.1. Differences in the PHA level unrounded scores

MASS_frmReportOptions.bmp IV.4. Description of MASS Indicator Tool - Reporting Options form

IV.4.1. The ‘MASS Indicator Tool - Reporting Options’ form includes a single button:

IV.4.1.1. Exit (including an icon of an exit door.)

IV.4.2. This form also includes a datasheet listing the available reports (as of 12/31/2011.) Double clicking each line of the datasheet will open the respective reports as follows:

IV.4.2.1. Preview Projects report - by PHA Code

IV.4.2.2. Preview PHA Details - By PHA Code

IV.4.2.3. Preview PHA field office report IV.4.2.4. Preview Divide by Zero Report - By processing date IV.4.2.5. Preview Accepted Scores - By processing date IV.4.2.6. Preview Rejected Scores - By processing date

MASS_frmArchivedMaint.bmp IV.5. Description of MASS Indicator Tool - Maintain Archived Datasets form

IV.5.1. The ‘MASS Indicator Tool - Maintain Archived Datasets’ form includes a single button:

IV.5.1.1. Exit (including an icon of an exit door.)

IV.5.2. This form also includes a datasheet listing the available archive maintenance user actions (as of 12/31/2011):

IV.5.2.1. Delete All Archived Datasets IV.5.2.2. Delete archived records by FYE date IV.5.2.3. Delete archived records by date ranges

IV.5.2.4. Delete archived records by specific date IV.5.2.5. Delete archived records by PHA/FYE date IV.5.2.6. Delete archived records by PHA

These user actions will prompt the user for parameters and execute the respective delete logic.