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Voucher Management System (VMS) User`s Manual, Release 3.0.0.1

1. o Back to top Voucher Management System User s Manual for Release 6 0 0 0 27 Managing PHAs This action results in the individual Manage PHA Data screen on which the UDE then CLICKs on the List of Submissions button which then calls up the List of Submissions screen from which the UDE can manage and submit the PHA Manage PHA Data single PHA Voucher Management System November 23 2005 Manage PHA Data PHA Code PA004 PHA name Allentown Housing Authority FYE 06 30 Your Selected Public Housing Agency is listed above FAQs Printable Form52 Instructio Please click on the link below to continue to the list of submissions page List of Submissions Mailing lists Contact us Back to top 4 1 2 3 Fifty one to 51 PHA submissions In the case where the UDE has been assigned from 50 to more than 50 PHAs the user still CLICKs the Manage PHA Data button on the VMS Home Page Voucher Management System November 23 2005 Home Page Hello First M00302 Last VMS If you are not First M00302 Last VMS please log out by going to this link immediately and call the TAC at 888 245 4860 Voucher for Payment of Annual Contributions and Operating Statement Housing Assistance Payments Program Supplemental Reporting Form OMB Approval No 2577 0169 Public reporting burden for this collection of information is estimated to average 1 50 hours per response inc
2. USER S MANUAL Voucher Management System VMS Release 6 0 0 0 U S Department of Housing and Urban Development September 2006 Revision Sheet E LILI Number Date Revision Description Rev 4 11 28 05 Draft of VMS Release 4 1 0 1 User s Manual outlined to reflect system changes Specifically these include Adding formatting to number fields researching Integration with Bizflow and Documentum applications Adding Back Button to Non Submitter s Report resubmit option on Non Submitter s Report Adding Excel Download feature to Non Submitter Report Adding shading to reports for easier viewing Changing the Back button on Data collection Report Access to Historical Data and Addition of data fields to Reports Adding graphing features to reports Adding data fields to 52681 B form 03 09 06 Updated for VMS Release 5 0 0 0 including the following revisions Provide an interface with HUDCAPS via Financial Data Mart Improved Edit Checks Add Leasing and unit expense report to VMS Add Electronic Notification to VMS Enhanced Reporting Tools Using data from the Data Warehouse Additional reports Re order the fields on the HUD 52681B form Fix the Exit VMS feature for UDE users Add new fields from KDHAP Validation process of all new fields Versioning Software Testing Comply with DCG W ASS Jan 2006 Infrastructure changes 04 18 06 Added new fields to HUD Form 52681 B instructions Appendix A Voucher Manageme
3. Generating Reports 5 1 1 5 Percentage of Non Submitters Submitters 2 17 Non Submitters 32 Bi Non Submitters W Submitters 5 1 2 VMS Data Collection Report The VMS Data Collection Report option allows the user to select among four different styles of reports including Data Table Line Graph Pie Graph and Horizontal Bar Graph Through these options the user can select the appropriate report depending on data need i e exact number value trend percentage comparison etc Voucher Management System User s Manual for Release 6 0 0 0 45 Generating Reports 5 1 2 1 Data Table Report Procedure for generating a Data Table report e Onthe VMS Main Page CLICK the Generate Reports link e On the Generate Reports Page CLICK the Data Collection Report link e Select Data Table e Select a State PHA e Select a date range This results in the Data Table Report see below Data Table Report Voucher Management System US Departme and Urban VMS Data Collection Report E lt lt Back to previous page From 03 01 2003 To 02 01 2004 As of 11 02 2005 PHA Code CA025 PHA Name CITY OF EUREKA HSG AUTH Point of Contact Robert Morelli Point of Contact Phone 7074434584 E mail rmorelliGeureka humboldt hsg org Mar2003 Apr2003 May 2003 Jun2003 Jul2003 Aug2003 Sep 2003 Oct2003 Nov2003 Dec 2003 Jan 2004 ji UML Litigation o o o o o o o o n View print or export the report to PD
4. Management Division 2 Ability to update or add new data to a pending submissions for PHAs they manage Ability to write submit commit records to the database HUE Read Only Access 1 Ability to read submitted data NOTE Although the User Roles delineated above maintain fairly exclusive abilities and responsibilities it is possible for an individual to be given roles that seem to combine those of the UDE and the HUE together This type of assignment is solely under the jurisdiction of the Administrator or FMD 2 4 Contingencies and Alternate Modes of Operation Because of the nature of its operation VMS has no need for contingencies or alternate modes of operation from the user s point of view Any interruption in power or connection simply requires that the user begin an operation over again Voucher Management System User s Manual for Release 6 0 0 0 10 3 0 GETTING STARTED Voucher Management System User s Manual for Release 6 0 0 0 11 Getting Started 3 0 GETTING STARTED 3 1 Logging On The processes for all three user roles introduced in section 2 3 above are initiated in VMS in basically the same way In the following section we will discuss registration for a UDE but other users follow the same basic steps though some prompt windows are customized slightly for the specific role 3 1 1 Registration and Associated Forms 1 Before you can log in to VMS you must first be registered in the REAC
5. Voucher Management System User s Manual for Release 6 0 0 0 62 Administering VMS 8 1 2 Assigning a Submitter to a PHA To enter data for a particular PHA into VMS and submit it to HUD a VMS User assigned the UDE role must be assigned that particular PHA within REAC Online Systems Procedures for assigning a submitter to a PHA l Log into VMS using the steps provided in Section 3 0 The Legal Warnings page appears 2 From the System Administration menu on the left side of the Legal Warnings page CLICK PHA Assignment Maintenance The PHA Assignment Maintenance page appears PHA Assignment Maintenance page PHA Assignment Maintenance Please enter a User Id User ID Choose a Function Assign PHA vi For Assign PHA provide one of the following or leave blank for all PHA ID State If selected criterion is State sort by PHAID v 3 Complete the following fields and then CLICK the Submit button In this field Type User ID The User ID e g M00305 to which you want to assign a PHA PHA ID The PHA number e g AB123 to associate with the User ID The Assign PHA for User page appears see below Voucher Management System User s Manual for Release 6 0 0 0 63 Administering VMS Assign PHA for User Page Assign PHA for User MOO305 Choose a Role Role Description System ID Role Code Utilization and Expense Data Submitter WMS UDE Choose at le
6. June 2005 Em The Form HUD 52681 B appears with all of the information currently entered into the system 2 Using the TAB key tab to the appropriate field delete the erroneous value and then re key the correct information Continue this process until all changes corrections have been made 3 When finished click the Validate button VMS attempts to validate all of the data e If VMS does not encounter errors the System Messages box displays prompting you to save Click Save e If VMS does encounter errors the System Messages box displays prompting you to correct the errors as noted on the form in red Voucher Management System User s Manual for Release 6 0 0 0 35 Managing PHAs 4 Click the Save button and then click Continue to return to the List of Submissions e Ifthe Quarter has been submitted this process changes the status of this entire quarter s submission status to Pending Submission Each individual month will reflect Revised or Pending Submission NOTE You must resubmit the data to HUD This will submit up to three months of data and change the status to Submitted for the reporting period For steps to submit the Quarterly data see 4 1 5 Submitting Quarterly Data 4 1 7 Viewing Monthly Data NOTE Viewing monthly data depends on your user access role Read Only users HUE or otherwise designated by the FMC discussed in Section 5 0 can only view monthly data if the Quarter has bee
7. iew Print Quarter Sanne Bi wm a HERBERT L LUM A amp oral intranet Voucher Management System User s Manual for Release 6 0 0 0 31 Managing PHAs The List of Submissions is broken down into separate submission time periods The latest submission period is always at the top Previous submission periods will follow in chronological order The List of Submissions page has five major columns actions e Quarter Month This section identifies the submission period and contains the monthly links used to enter or modify PHA information e Status This column identifies the current status for the quarterly submission and each month of the submission e Last Updated by This column identifies the individual who made the last change to any of the monthly documents and the last time the monthly information was modified e Submit Quarter This link will allow the monthly information to be released to HUD for processing of the information More information on this process will be discussed later in this manual e View Print This link displays the users information in a single view and allows the view display to be printed as shown Voucher Management System User s Manual for Release 6 0 0 0 32 Managing PHAs 4 1 4 Online HUD Form 52681 B The Form 52681 B is the primary vehicle by which PHA data are input and submitted On the List of Submissions page CLICK a valid month for data input and submission The onli
8. 0 0 50 Generating Reports VMS Leasing and Unit Expense Report 9 0 HAGAKXECO BS ENS a Welaa initie Communities Voucher Management System August 17 20064 US Department and Urban De Leasing and Unit Expense Report lt lt Back to previous page PHA Code MD001 PHA Name HOUSING AUTHORITY OF THE CITY OF ANNAPOLIS Field Office Code 3BPH As of 7 17 2006 PHA FYE 06 30 Month Year Monthly UMA Monthly UML 5 Year 5 Year Ownership Lease Total HAP HAP PUC UMA UML Rate 08 2002 280 119 0 0 0 42 50 53 965 453 49 09 2002 280 122 0 0 0 43 57 56 393 462 24 10 2002 280 119 0 0 0 42 50 56 294 473 06 11 2002 280 128 0 0 0 45 7196 59 364 463 78 12 2002 280 129 0 0 0 46 07 61 147 474 01 01 2003 280 132 0 0 0 47 14 62 033 469 95 02 2003 280 130 0 0 0 46 43 68 810 529 31 03 2003 280 139 0 0 0 49 64 71 535 514 64 04 2003 280 142 0 0 0 50 71 71 643 504 53 05 2003 280 149 0 0 0 53 21 78 038 523 74 06 2003 280 145 0 0 0 51 79 79 445 547 90 HA Fiscal Year To Date Information Regular Mainstream Combined HAP Total 718 667 UML Total 1 454 0 1 454 Regular Utilization Percentage 47 21 UMA Total 3 080 0 3 080 Mainstream Utilization Percentage 0 0 Difference between UMA and UML 1 626 0 1 626 Combined Utilization Percentage 47 21 UMA CAP 3 360 0 3 360 Average PUC 494 27 Print Format Excel Format a Select Print or Ex
9. 2 List of References The following documents are germane to the VMS development effort Table 1 List of Project References References VMS System Requirements Specifications August 2003 VMS Concept of Operations July 2003 TEEE Std 1233 1998 Edition IEEE Guide for Developing System Requirements Specifications Voucher Management System User s Manual for Release 6 0 0 0 2 Syste Summary References FY 2003 2004 L TIPS Submission FY 2005 OMB 300 I TIPS Submission HUD 52681 Voucher for Payment of Annual Contributions and Operating Statement 02 2002 OMB Approval No 2577 0169 exp 07 31 2007 HUD 52681 B Supplemental Data Form 03 2003 OMB Approval No 2577 0169 exp 07 31 2007 HUD 52672 Supporting Data for Annual Contributions Estimates 02 1985 OMB Approval No 2577 0169 exp 07 31 2007 HUD 52673 02 1985 OMB Approval No 2577 0169 exp 07 31 2007 Estimate of Total Required Annual Contributions HUD 52663 09 1994 OMB Approval No 2577 0169 exp 07 31 2007 Suggested Format for Requisition for Partial Payment of Annual Contributions Form HUD 50058 Family Report and Instruction Booklet 24 CFR Part 982 Chapter IX Part 982 Housing Choice Voucher Program Guidebook Notice PIH 2002 28 HA 12 24 2002 Housing Choice Voucher Data Collection Form Design Change Required for Financial Management Center April 2003 FY 2003 Omnibus Appropriation Bill
10. Managing PHAs 4 1 3 Working with a PHA List of Submissions The List of Submissions page for a PHA serves as the home page for the selected PHA The top section of the page will display static information about the PHA while the bottom section contains links to the data entry pages for each month listed List of Submissions page Voucher Management System October 21 200 Manage PHA Data List of Submissions PHA Code CA001 PHA name San Francisco Housing Authority FYE 09 30 Quarter Month Status Last Updated by Submission July 2005 to September 2005 View Print Quarter Submit Quarter Pending Submission CHERRY F HWEE Jul 2005 Submitted 25 August 2005 August 2005 Not Entered September 2005 Not Entered Submission April 2005 to June 2005 Submitted View Print Quarter April 2005 Submitted CHANE MEE P CHERRY F HWEE May 2005 Submitted 25 August 2005 CHERRY F HWEE June 2005 Submitted 25 August 2005 Submission January 2005 to March 2005 Submitted iew Print Quarter HERBERT L LUM January 2UU0 January 2005 Submitted 25 February 2005 February 2005 Submitted MC March 2005 Submitted Hip duis Submission October 2004 to December 2004 Submitted View Print Quarter HERBERT L LUM October 2004 Submitted 18 November 2004 HERBERT L LUM November 2004 Submitted 25 February 2005 HERBERT L LUM December 2004 Submitted 25 February 2005 Submission July 2004 to September 2004 Submitted
11. System Independent Verification amp Validation Joint Requirements Planning Local Area Network Leasing and Unit Expense Report Move to Work Model View Controller Integrated Assessment Subsystem Non Submitter Report Office of Administrative and Management Services Office of the Chief Financial Officer Office of the Chief Information Officer Office of Management and Budget Public Housing Agency PIC PIH Information Center PIH REAC Public and Indian Housing Real Estate Assessment Center PII Personally Identifiable Information PMR Project Management Review POC Point of Contact Problem Report Quality Assurance Rapid Application Development Rapid Applications Prototyping Recurring Data Change REACS Real Estate Assessment Center System Voucher Management System User s Manual for Release 6 0 0 0 6 System Summar Acronyms Abbreviations SA CMM Software Acquisition Capability Maturity Model SCI Software Configuration Item Software Change Request System Development Methodology SEMAP Section 8 Management Assessment Program SEOPMD Systems Engineering Oversight amp Performance Management Division SFTP Secure File Transfer Program SIQAD Systems Integrity and Quality Assurance Division SP Stored Procedures System Requirements Document Service Ticket Action Resolution System Scheduled Variance Technical Assistance Center Technology Investment Board
12. Type PHA Code or Select State Voucher Management System November 23 200 P and Urban Manage PHA Data Enter PHA Code Please type the PHA Code OR Select PHA State Contact us Help Please select the state to which the PHA belongs CA x PR ei x7 FIRSTGOV Back to top A new Manage PHA Data screen appears this one requiring the UDE to select a PHA within the selected State Voucher Management System November 23 200 Manage PHA Data PHA Selection Please Select a PHA FAQs Printable F Instructi Quick Refe Back to top Voucher Management System User s Manual for Release 6 0 0 0 29 Managing PHAs This action results in the individual Manage PHA Data screen on which the UDE then CLICKs on the List of Submissions button which then calls up the List of Submissions screen from which the UDE can manage and submit the PHA Manage PHA Data Individual Data Voucher Management System US Department November 23 200 and Urban Devel Manage PHA Data PHA Code CA105 PHA name Housing Authority of the City of Burbank FYE 06 30 Your Selected Public Housing Agency is listed above P Form526818 Please click on the link below to continue to the list of submissions page List of Submissions FIRSTGOV Your First Click to the U S 6 Back to top Voucher Management System User s Manual for Release 6 0 0 0 30
13. You have non submitted PHA Do you want to Exit or finish submitting PHA Submit PHA 6 Finally the user is prompted to either submit data before exiting VMS or simply to continue and Exit Voucher Management System User s Manual for Release 6 0 0 0 57 Administering VMS 8 0 ADMINSTERING VMS Voucher Management System User s Manual for Release 6 0 0 0 58 Administering VMS 8 0 ADMINISTERING VMS VMS System Coordinators FDM control which users are authorized to enter voucher data for what PHA To be able to enter data voucher data for a particular PHA into VMS and submit it to HUD a VMS user must be assigned the UDE Utilization and Expense Data Submitter role and be assigned to that PHA within REAC Online Systems 8 1 VMS System Coordinator functions VMS System Coordinators can perform the following functions e Assign the UDE Submitter Role to a User e Assign a Submitter to a PHA 8 1 1 Assigning the UDE Submitter Role to a User To enter data into VMS and submit it to HUD VMS users must be assigned the UDE Utilization and Expense Data Submitter role within REAC Online Systems To assign the submitter role to a user that user must have a valid REAC Online Systems user ID If the user does not have a valid user ID they must first complete the steps for Registration Section 3 1 and then provide the user ID they receive Procedures for assigning the UDE role to a user 6 Log into VMS using the steps in Se
14. a voucher participant e Tenant Protection Total number of units under lease for households whose vouchers were initially provided from an award designated for tenant protection purposes This includes vouchers awarded for relocation from or replacement of a public housing property vouchers for tenants affected by a termination opt out or pre payment of a multifamily assisted development or a property disposition action and vouchers provided for the replacement of expired Mod Rehab HAP contracts A household is reported in this category as long as the household remains a voucher participant Households reported in this category as with those leased for Litigation Mainstream etc see All Other Vouchers above are also not reported in the All Other Voucher category e Tenant Protection New this Month Tenant protection units that are reported for the first time for this reporting month were assisted for the first time in the reporting month A household reported in this category is also reported in the Tenant Protection category If an entry is made in this field the HA should use the Comments section to identify the multifamily or public housing property in which the household resided when the voucher was provided or that the participant was housed in a Mod Rehab unit Voucher Management System User s Manual for Release 6 0 0 0 67 Appendix A Form HUD 52681 B Field Definitions Enhanced Vouchers this Month Total numb
15. a voucher participant included in the HA s total vouchers elsewhere in VMS Regular Portables HAP e Portability In HAP expenses attributable to the Regular Portability In Units These expenses are NOT included in the HA s total voucher HAP expenses elsewhere reported in VMS e Portability Out HAP expenses attributable to the Regular Portability Out Units These expenses are included in the HA s total voucher HAP expenses elsewhere reported in VMS Voucher Management System User s Manual for Release 6 0 0 0 70 Appendix A Form HUD 52681 B Field Definitions Non KDHAP Disaster Relief Portables Units e Portability In Total number of vouchers assisting disaster victims which the HA is administering on behalf of an Initial HA under the portability provisions the HA is billing the initial HA and has not absorbed the voucher participants into the HA s own program This category should include those cases where voucher tenants are being assisted as voucher tenants using KDHAP funds but the excess voucher HAP costs are being billed to the initial HA e Portability Out Total number of vouchers assisting disaster victims which are being administered on behalf of the HA by a Receiving HA under the portability provisions the HA is being billed by the Receiving HA These vouchers are included in the HA s total vouchers elsewhere reported in VMS This category should include those cases where voucher tenants are bein
16. gt i RoboForm Search a Logins gg Hud Blocked Setup FormFiling Save Generate 4 dx User Login housing mail heip search home logout Secure Systems RULES OF BEHAVIOR FOR HUD SYSTEMS The U S Department of Housing and Urban Development has granted access to you to utilize the Department s automated information resources However as a condition of receiving this access you are required to be aware of the Department s system security policies and to abide by these policies Security policy emphasizes awareness practices for the purpose of safeguarding the Department s valuable information resources The system user identification USERID and password issued to you are your means to access these resources They are to be used solely in connection with the performance of your responsibilities as set forth in your job description contract or agreement s with the Department Use by anyone other than yourself is expressly prohibited You agree to be responsible for the confidentiality of the assigned information and accountable for all activity with your user identification USERID Further you agree that you will not provide this confidential USERID password to another user nor will you sign on to HUD systems so that another person may access or operate the workstation in your absence or on your half Actions of this type constitute a breach of system security and will result in immediate termination of your assign
17. leasing data on 5 z August 15 2005 Please have your quarterly to provide exact information from submission input into VMS by COB August 31 your original registration 2005 08 11 05 Voucher Management System VMS will start Management Operations Certifications not Webcasts submitted by the E D vill be REJECTED Mailing lists 05 23 05 Helpful Tools Contact us Increased Security Help PIH REAC applications are only accessible using a gt On line Registration browser supporting 128 Bit encryption and SSL3 Ss NOTE Itis wise to bookmark this page for future use 4 Since you wish to register so that you can login you must CLICK on the Online Registration button Voucher Management System User s Manual for Release 6 0 0 0 12 Getting Started 5 This action opens the REAC NEED a USER ID page En espa ol Text only Search index Real Estate Assessment Center NEED a USER ID h Complete registration instructions are Business area products available or go directly to the appropriate Business partners secure connection registration form Dnline systems E Email this to a friend ommon questions Ci4 Information by State amp Print version gt Multifamily Housing Entity gt Public Housing Agency Independent User alendar ndustry user guides ibrary raining echnical support ontact us Content upd
18. line for periods after April 2005 prior entries cannot be changed e LBP Risk Assess No expense data to be entered on this line for periods after April 2005 prior entries cannot be changed e Mobility Counseling Total amount of all expenses related to the Housing Search Assistance Program or funded Mobility Counseling Awards in the month the expense occurred e Regional Opportunity Counseling Total amount of all R O C Grant expenses incurred during the reporting period Other Activities e Number of Hard to House Families Leased The total number of families current participants and new admissions with three or more minors or with a disabled family member that moved to a new unit during the month If entered the reported value must be a positive numeric whole numbers only e Number of LBP Initial Clearance Tests The total number of initial lead based paint clearance tests completed during the month If entered the reported value must be a positive numeric whole numbers only e Number of LBP Risk Assessments The total number of lead based paint risk assessments completed during the month If entered the reported value must be a positive numeric whole numbers only Other Expenses e Report any expenditure for which the PHA is entitled to reimbursement from HUD e Provide a brief description The field is limited to 255 characters Voucher Management System User s Manual for Release 6 0 0 0 69 Appendix A Fo
19. submitters per Month sese enne en enne enne nennen nnne 43 5 1 1 4 Number of Non submitters per PHA sessssesseeseeeeeeeeeneenen eene nennen eren nee nne 44 5 1 1 5 Percentag of NOn Submitters eii re pte t eec fele p bere re nocuit ede Ree nost 45 5 2 NMS Data Collection Report 2n uo e d e ance oe eed 45 5 1 2 1 Data Table Report 4 x ed i i te te byte e i hr ee E pr ts 46 5 1 2 2 Line Graph Report eee tret eee cine E nece Peer eee 46 Voucher Management System User s Manual for Release 6 0 0 0 Page iii 5 1 2 3 Pie Graph RepOtt iui oboe EC t ice tecti bot dede iet P Pose soto en 48 5 1 2 4 Horizontal Bar Graph Report sess enne neen nene nennen trente 49 6 0 RESETTING YOUR PASSWORD eener ieor irane iiei eaea a teens trs tete bo te dones retener A 53 7 0 LOGGING AND EXITING OUT OF VMS neriie e eieiei a trente treten rE EEEa EEE en 56 7 1 Logging Oe A E E EE Deer IERI ER A E IE 56 7 1 Exiting VMS 5i eee edat a N a T A R EE A A a E aite e ERE 56 8 0 ADMINISTERING VMS 5 5 A a Ape e UE P a d ed 59 8 1 VMS System Coordinator functions sessi ennt ennt ene R ennn trennen enne 59 8 1 1 Assigning the UDE Submitter Role to a User eene ener enne 59 8 1 2 Assigning a Submitter to a PHA sesessessseseeeeeeeeeneeenen rennen enne enne en enne nete trennen 63 Appendix A Form HUD 52681 B Field Definitions Appendix A Form HUD 52681 B Field Definitions 65 Appe
20. this Month Enhanced Vouchers this Month New Home Owners This Month Voucher Management System User s Manual for Release 6 0 0 0 34 Managing PHAs e At the bottom of the page read the agreements and then CLICK the Submit button VMS checks to ensure that at least one month of data has been entered e If VMS does not encounter errors the System Messages box will state that the voucher data was successfully submitted e If VMS does encounter errors the System Messages box display prompts you to correct the errors You must return to the List of Submissions to make the appropriate change You must then re submit the data e Click the Continue button to return to the List of Submissions page Submit Quarter Confirmation Submit Quarter PHA Code cTo06 PHA name Waterbury Housing Authority FYE 6 30 System Messages No Error Voucher data was successfully submitted 4 1 6 Editing Data You can edit voucher data regardless of whether the Quarter has been submitted 1 On the List of Submission page click the Month Year link for the month you want to edit for example August 2004 List of Submissions Submission July 2005 to September 2005 View Print Quarter Submit Quarter Pending Submission CHERRY F HWEE 3July 2005 July 2005 Submitted 25 August 2005 August 2005 Not Entered September 2005 Not Entered Submission April 2005 to
21. tite idest 14 Logeme Into V MS see e ec ie te RN ER REI i e aste eru ent 16 MANAGING PHAS 5255 8h renidet eiie pe etie n Ope e pet Te ERR notorie een 22 Managing PHA Data UDE Useri orreee meake ee aieea euE rn EEE TE oo EA EAE EVE e Aee 22 4 1 1 Saving and Submitting VMS Data sees enne eene nennen nennen eterne nenne nnne 24 4 42 Saving Monthly Data dette bee ae eb tore eerte ter 25 4 1 2 1 Only one T PELA SUDIISSIOD oe ete ep I RR OR ERN 25 4 1 2 2 Two to fifty 2 50 PHA submissions sese nns 27 4 1 2 3 Fifty one to 51 PHA submissions nnne ener nns 28 4 1 3 Working with a PHA List of Submissions esee enne nennen nnne 31 4 1 4 Online HUD Form 52681 B ereinen spere ole de eee deprehendere enden epa 33 41 5 Submitting Quarterly Data ipi edere eet Ere a eee tet ep Leg da sure iae adden das 34 4 1 6 Beiting Data astra ecd ER e oem ab me Rete tA 35 4 1 7 Viewing Monthly Data cioe Ree He ci Dp eerte tet eee Retos id 36 4 1 8 Viewing and Printing Quarterly Data eese nennen nennen nenne trennen enne 36 GENERATING REPORTS 2255 eee te dU e Pe te terae Poet D e e dr ende 39 Reports HUE User nie eene teo ter ER teo fee tea 39 SLL VMS Non S bmutter Repott on er eph s en tete 40 5 1 1 1 VMS Non Submitter Report Options Page ennemi 41 5 1 1 2 Data Table Report e eger tt RERO e i emer RR Emu arre etr ier debes 42 5 1 1 3 Number of Non
22. to adhere to the release date Table 4 Coordination Dates Integration Integration Requirements Environment Test Environment Test Submit HARTS Lock Date Start Date End Date Request Release Date April 14 2006 August 19 2006 September 1 2006 September 9 2006 September 22 2006 1 4 2 Help Desk For Technical support regarding accessing the REAC web site or with User ID and passwords contact the PIH REAC Technical Assistance Center TAC at 1 888 245 4860 To email the TAC click Contact Us on the PIH REAC Web site For Technical support regarding data collection processes e mail the FMC at Financial Management Center hud gov 1 4 3 Acronyms and Abbreviations Table 5 List of Acronyms Acronyms Abbreviations ACC Annual Contributions Contract ACWP Actual Cost of Work Performed BCP Sybase Interface Voucher Management System User s Manual for Release 6 0 0 0 4 System Summar Acronyms Abbreviations Definition BCWP Budgeted Cost of Work Performed BCWS Budgeted Cost of Work Scheduled Budget Office Business Process Reengineering Business Resumption Plan Consolidated Annual Contributions Contract Customer Assistance Sub System Computer Based Training Change Control Board Configuration Change Management Board Chief Financial Officer Capital Fund Program Code of Federal Regulations Configuration Management Configuration Management Plan COOP Continuity of Opera
23. 2004 2 366 012004 W 02 2004 803 2000 04 2004 M 05 2004 Mo6 2004 M 07 2004 08 2004 W oo 2004 W 10 2004 W 11 2004 W 12 2004 5 1 2 4 Horizontal Bar Graph Report Procedure for generating a Horizontal Bar Graph report e On the VMS Main Page CLICK the Generate Reports link e On the Generate Reports Page CLICK the Data Collection Report link e Select Horizontal Bar Graph e Select a State PHA e Select a date range e Select queries This results in the Horizontal Bar Graph report see below Voucher Management System User s Manual for Release 6 0 0 0 49 Generating Reports Horizontal Bar Graph report 5 1 3 VMS Leasing and Unit Expense Report The VMS Leasing and Unit Expense Report will improve reporting capabilities by adding the the total values for each month in the report available in VMS Procedure for generating a Leasing and Unit Expense Report e Onthe VMS Main Page CLICK the Generate Reports link e On the Generate Reports Page CLICK the VMS Leasing and Unit Expense Report e Onthe VMS Leasing and Unit Expense Report page now have the following options from which to choose e Either Enter PHA Code or Select PHA Code e CLICK Go e Select a PHA for the state that was chosen on the previous page e Select a Fiscal Year End Date e The results in the VMS Leasing and Unit Expense Report see below Voucher Management System User s Manual for Release 6 0
24. Coordinator should provide you with your system ID number With that you are now ready to run VMS 3 2 Logging Into VMS NOTE After you have Registered once and you have your User ID from then on you begin each day from this point Logging into the system To log into VMS 1 From the PIH REAC homepage at http www hud gov offices reac online reasyst cfm which you should have bookmarked click LOG IN En espanol Text only Search index and Urban De About REAC coD R Business area products DNUS T Upgrade Cij Information by State Business partners Online systems All systems will be unavailable from 8pm ET Xriday Common questions 18th November 2005 until 7am ET Monday 2 st November 2005 for scheduled maintenance apologize for any inconvenience 8B Print version D Email this to a friend Calendar Industry user guides Library Friday November 18 2005 8pm Eastern Time Directory Friday December 02 2006 8pm Eastern Time Existing users log in below Training Friday March 10 2006 8pm Eastern Time LOGIN B Friday April 07 2006 8prn Eastern Time Technical support Friday September 22 2006 8prn Eastern Time Contact us Need to access HUD systems Register below HUD s Hurricane Katrina resource page Online Registration RASS 09 08 2005 UPDATE Voucher Management System VMS will start ae x Note Password reset will require you collecting the May June and July leasing data on i is
25. Executive Committee Training Testing and Exercise Utilization and Expense Data Submitter VPN Virtual Private Network VUE View only action code for HUD employees Wide Area Network Web Access Security System Working Capital Fund Extensible Markup Language 1 5 Organization of the Manual This manual has been organized to first familiarize the reader with the base and background of this project and the resulting Voucher Management System It then introduces each step in the use of VMS for the user It is organized logically from Registration to Login procedures PHA submission Submission schedules and on to Managing PHAs Generating reports Changing the User password and finally to the Logout procedure There is also a section on Administration of the system For a summary outline of this organization review the Table of Contents Voucher Management System User s Manual for Release 6 0 0 0 7 System Summary 2 0 SYSTEM SUMMARY Voucher Management System User s Manual for Release 6 0 0 0 8 System Summary 2 0 SYSTEM SUMMARY 2 1 System Configuration VMS is compliant with HUD s technical standards Although it does not use COTS or GOTS equipment it requires no special hardware or software for its Users The system is based on the web server and database server used by other HUD web applications It has been developed and deployed to maximize access using accepted web standa
26. F K 5 1 2 2 Line Graph Report Procedure for generating a Line Graph report e On the VMS Main Page CLICK the Generate Reports link e On the Generate Reports Page CLICK the Data Collection Report link Voucher Management System User s Manual for Release 6 0 0 0 46 Generating Reports e Select Line Graph e Select a State PHA e Select a date range e Select queries This results in the Line Graph report see below Voucher Management System User s Manual for Release 6 0 0 0 47 Generating Reports Line Graph report 2379 0 4 2366 0 W Litigation li MainstreamOne Mi MainstreamFive HomeOwnership M MVW B Allothers M TotalUML 5 1 2 8 Pie Graph Report Procedure for generating a Pie Graph report e Onthe VMS Main Page CLICK the Generate Reports link e On the Generate Reports Page CLICK the Data Collection Report link e Select Pie Graph e Select a State PHA e Select a date range e Select queries This results in the Pie Graph report See below Voucher Management System User s Manual for Release 6 0 0 0 48 Generating Reports Pie Graph report 12 2004 872 01 2004 2 350 11 2004 2 371 02 2004 2 379 10 2004 2 346 03 2004 2 373 09 2004 2 345 08 2004 846 04 2004 2 372 07 2004 844 06 2004 2 366 7 057
27. ONE ERSE muutend Manage PHA Data PHA Code TX001 PHA name Austin Housing Authority FYE 03 31 Your Selected Public Housing Agency is listed above nid TNCS Please click on the link below to continue to the list of submissions page Instructions Quick References Let s talk List of Submissions Back to top ao o I li U S Department of Housing and Urban Development HUD A IN Ili 451 7th Street S W Washington DC 20410 o MUM o Telephone 202 708 1112 TTY 202 708 1455 ev cet Privacy Policy Voucher Management System User s Manual for Release 6 0 0 0 26 Managing PHAs 4 1 2 2 Two to fifty 2 50 PHA submissions In the case where the UDE has been assigned from 2 to 50 PHAs the user still CLICKs the Manage PHA Data button on the VMS Home Page Voucher Management System Home Page Voucher Management System November 23 200 Home Page Hello First M00302 Last VMS If you are not First M00302 Last VMS please log out by going to this link immediately and call the TAC at 888 245 4860 Voucher for Payment of Annual Contributions and Operating Statement Housing Assistance Payments Program Supplemental Reporting Form OMB Approval No 2577 0169 Public reporting burden for this collection of information is estimated to average 1 50 hours per response including the time for reviewing instructions searching existing data sources gathering and maintaining the data needed and comp
28. PL 108 7 MS Release 1 0 0 0 SDM Documentation MS Release 2 0 0 0 SDM Documentation MS Release 3 0 0 0 SDM Documentation MS Release 4 0 0 0 SDM Documentation MS Release 4 1 0 1 SDM Documentation MS Release 5 0 0 0 SDM Documentation V V V V V V 1 3 Authorized Use Permission To access and use VMS you must be a HUD employee or a qualified PHA employee with a valid User ID and password 1 4 General Information 1 4 4 Coordination Voucher Management System User s Manual for Release 6 0 0 0 3 System Summary 1 4 1 1 Coordination Points Table3 List of Coordination Points Organization Support Function ActioNet Inc Requirements Design Development Testing Operations Project Management Development Customer Support Operations Development Coordination System and Integration Coordination Test Coordination Group DCG Internet Software Acquisition Hardware Infrastructure Acquisition Installation and Services Group Deployment System Operations ISG PIH FMC Business Requirements Support Testing PIH HCV Business Requirements Project Management PIH REAC Business Requirements Support HUD IT Business Requirements Support 1 4 1 2 Coordination Schedule The release date for VMS 6 0 0 0 is September 22 2006 Listed below are the coordination dates that VMS and DCG must achieve in order
29. ast one PHA PHA ID PHA Name NEOG2 Lincoln Housing Authority 4 Select the VMS PHA option to associate the PHA with the User ID and then CLICK the Submit button The Assign PHA Confirmation page appears Assign PHA Confirmation Page Assign PHA Confirmation for User M00305 User Information User ID M00305 First Name Tester M00305 Middle Initial Last Name VMS PHAs to Assign to User M00305 for Role UDE PHA ID PHA Name NEOO2 Lincoln Housing Authority Confirm Cancel 5 CLICK the Confirm button to associate the PHA with the User ID 6 Repeat steps 1 5 for each User needing to be assigned to a PHA Voucher Management System User s Manual for Release 6 0 0 0 64 Appendix A Form HUD 52681 B Field Definitions APPENDIX A FORM HUD 52681 B FIELD DEFINITIONS Voucher Management System User s Manual for Release 6 0 0 0 65 Appendix A Form HUD 52681 B Field Definitions APPENDIX A FORM HUD 52681 B FIELD DEFINITIONS This section provides information about each of the fields on the Form HUD 52681 B The information is broken down by the section titles listed on the form Note Enter data for the specified month only gt All lease up Unit data is As of the First of each Month All expense data should be entered in the month incurred including expenses for units leased after the first of the month gt Each PHA is responsible for ensuring that all information is co
30. ated March 26 2002 Back to Top FOIA Privacy Web Policies and Important Links Home we i U S Department of Housing and Urban Development fll 4 451 7th Street S W Washington DC 20410 Ji Telephone 202 708 1112 TTY 202 708 1455 If Find the address of a HUD office near you ett 6 Itis on this page that you choose the link for the status or role to which you have been assigned You have three choices Multifamily Housing Public Housing Agency and Individual User First we will look the activities of the Regular User UDE To do so we will be selecting the Public Housing Agency PHA button Note User IDs for regular users require overnight processing Your user ID should be issued within 24 hours User IDs for System Coordinators must be sent to the Executive Director and may take up to two weeks to be issued If you need help with online registration and your organization does not have a System Coordinator contact the PIH REAC Technical Assistance Center TAC at 1 888 245 4860 7 This selection opens the PHA Coordinator and User Registration form see next few pages on Registration Information Voucher Management System User s Manual for Release 6 0 0 0 13 Getting Started 3 1 2 Registration Information To apply for a System Coordinator ID check the Coordinator radio button fill out the form below and click Send Application when you are through Upon verification of the inf
31. ays CLICK the Voucher Management System link unless you need to change your Password this is discussed later Main Menu screen mail help search home logout Secure Systems e Voucher Management System VMS system administration System Administration t Bassssud Change e Password Change systems Voucher Management System VMS Content updated September 16 2005 o Back to Top A U S Department of Housing and Urban Development Home Privacy Statement 451 7th Street S W Washington DC 20410 Telephone 202 708 1112 TTY 202 708 1455 This action calls up the Voucher Management System Home Page screen see below Voucher Management System User s Manual for Release 6 0 0 0 25 Managing PHAs And on this screen the UDE will always CLICK the Manage PHA Data button Voucher Management System Home Page Voucher Management System November 23 200 Home Page Hello First M00302 Last VMS If you are not First M00302 Last VMS please log out by going to this link immediately and call the TAC at 888 245 4860 Voucher for Payment of Annual Contributions and Operating Statement Housing Assistance Payments Program Supplemental Reporting Form OMB Approval No 2577 0169 FAQs Public reporting burden for this collection of information is estimated to average 1 50 hours per response including the Printable F R time for reviewing instructions searching existing data sources gatherin
32. cel format Voucher Management System User s Manual for Release 6 0 0 0 51 Resetting Your Password 6 0 RESETTING YOUR PASSWORD Voucher Management System User s Manual for Release 6 0 0 0 52 Resetting Your Password 6 0 RESETTING YOUR PASSWORD Procedures for resetting your password 1 Go to the PIH REAC homepage http www hud gov offices reac online reasyst cfm REAC homepage Real Estate Assessment Center Online Systems PIH REAC System Upgrade Release Schedule About REAC Business area products 8 31 05 Business partners 8 21 05 Online systems All systems will be unavailable from 8prn ET Friday Common questions 16th September 2005 until 7am ET Monday 18th September 2005 for scheduled maintenance We Calendar p s apologize for any inconvenience Industry user guides Library Friday September 16 2005 8pm Eastern Directory Standard Time Friday January 20 2006 8pm Eastern Standard Trainin Time Technical support Contact us HUD s Hurricane Katrina resource page RASS 09 08 2005 UPDATE Voucher Management System VMS will start collecting the May June and July leasing data oy August 15 2005 Please have your quarterl 2005 08 11 05 Management Operations fications not submitted by the E D w 05 23 05 Webcasts Mailing lists Contact us Help Cif Information by State amp Print version 4 Email this to a frien
33. ction 3 0 At this point the Legal Warnings page appears 7 From the System Administration menu on the left side of the Legal Warnings page CLICK User Maintenance The User Maintenance page appears see below Voucher Management System User s Manual for Release 6 0 0 0 59 Administering VMS User Maintenance Page User Maintenance dd Newser J Inspector Organization ID v 3 Search for the user either by User ID or User name and CLICK the appropriate Search Users button The Maintain User page appears Maintain User Page Maintain User MOO3O5 4 From the Choose a Function drop down box select Maintain User Roles Voucher Management System User s Manual for Release 6 0 0 0 60 Administering VMS Available Functions Maintain User MOO3O5 User Information User ID M00305 First Name Tester M00305 Middle Initial Last Name VMS User Status Active Coordinator No User Type PHA User Business Partner Choose a Function Maintain User Roles Maintain User Information Maintain User Profile Actions Maintain User Profile Groups Maintain User Roles Reset User Password 5 The list of available roles appears Available Roles Assign Unassign Roles for User M00305 User Information User ID M00305 First Name Tester M00305 Middle Initial Last Name VMS User Staus Active Coordinator No User Type PHA User Business Pa
34. d Existing users log in below Need to access HUD systems Register below Note Password reset will require you to provide exact information from your original registration Helpful Tools gt On line Registration En espa ol Text only Search index 1 CLICK PASSWORD RESET The Reset Password page appears see below Voucher Management System User s Manual for Release 6 0 0 0 53 R esetting Your Password Reset Password page S HU RESET PASSWORD UserID First Name Please note that all of the following fields are required Last Name Social Security Number l Mother s Maiden Name 4 T Back to Top Home 2 Complete the following fields and then CLICK Reset Password In this field Type User ID User ID for example M00305 First Name First name of the user Last Name Last family name of the user Social Security Number Social Security Number nnn nn nnnn format for the user Mother s Maiden Name Maiden name of the user s mother This allows you to reset your password and continue or Log out of the system Voucher Management System User s Manual for Release 6 0 0 0 54 Logging and Exiting Out of VMS 7 0 LOGGING AND EXITING OUT OF VMS Voucher Management System User s Manual for Release 6 0 0 0 55 Logging and Exiting Out of VMS 7 0 LOGGING AND EXITING OUT OF VMS This section outlines t
35. ed USERID password from the system In addition you agree to a Log off the system when leaving the system workstation area b Refrain from leaving written passwords in the workstation area c Avoid creating a personal password that can be easily associated with you d Avoid posting printouts of sensitive output data on bulletin boards e Avoid leaving system output reports unattended or unsecured f Control input documents by returning them to files or forwarding them to the appropriate contact person in your office g Avoid violation of the Privacy Act which requires confidentiality of personal data contained in government and contractor data files I Local intranet Voucher Management System User s Manual for Release 6 0 0 0 17 Getting Started The Legal Warnings page appears Legal Warnings Legal Warning Misuse of Federal Information through the HUD Secure Connection web site falls under the provisions of title 18 United States Code Section 1030 This law specifies penalties for exceeding authorized access alterations damage or destruction of information residing on Federal Computers Warning Notice The Secure Systems security access software supports Internet Explorer 6 0 browser Internet Explorer 5 0 browser is supported for all processing systems except ARAMS Other browsers may not be compatible with this software Message of the Day Welcome to the Message of the Day Accept L
36. eing assisted via the KDHAP disaster relief funds that were assisted for the first time in the reporting month KDHAP Disaster Helief HAP e Actual KDHAP Rental Assistance Provided Rental subsidy expenses attributable to the KDHAP Disaster Relief Families This total should include ALL KDHAP rental assistance provided for the month nor just that provided for households assisted as of the first of the month e Actual Security Deposit Total amount expended during the reporting month for KDHAP security deposits e Actual Utility Deposit Total amount expended during the reporting month for KDHAP utility deposits Voucher Management System User s Manual for Release 6 0 0 0 71 Appendix A Form HUD 52681 B Field Definitions e Date System generated date identifying the date the PHA submits the original or revised document to HUD via the VMS web site USDA e USDA Voucher Units Total number of vouchers leased for the month to USDA Assisted families e USDA Voucher Hap Total amount of HAP expenses for the month related to USDA Assisted vouchers e USDA Admin Fee Earned Total amount of administrative fees earned by the PHA for administering the USDA You calculate the value using the latest published Administrative Fee Rate The Administrative Fee is calculated by multiplying the established per unit cost Administrative Fee for the PHA s housing voucher program by the number of families residing in the sectio
37. er of units under lease for households under the provisions for enhanced vouchers vouchers for which higher payments are authorized because the household has remained in the unit occupied prior to the tenant protection action A household reported in this category is also reported in the Tenant Protection category New Homeowners as of the First Date of This Month Total number of newly assisted homeowners for the specified month This number must be included in the Homeownership total and cannot be greater than the number of Homeownership Vouchers authorized If you enter a value greater than 10 you must provide an explanation in the Comments field at the bottom of the form HAP Expenses Note gt If you enter a value greater than zero 0 in any of these fields you must enter a value greater than zero 0 in the corresponding Voucher Units field HAP Litigation Total amount of HAP expenses related to Litigation vouchers HAP Mainstream 1 Year Total amount of HAP expenses related to Mainstream 1 Year vouchers HAP Mainstream 5 Year Total amount of HAP expenses related to Mainstream 5 Year vouchers HAP Homeownership Vouchers Total amount of HAP expenses related to Homeownership vouchers HAP Moving to Work Vouchers Total amount of HAP expenses related to Moving to Work vouchers If you use Moving to Work voucher funds for any purpose OTHER THAN rental or homeownership assistance you must provide an explanation in
38. eviously homeless who are reported as DVP assisted for the first time this month number is included in the number of homeless families assisted See above e Total Actual DVP HAP Provided Total of HAP paid this month not including amount reported in Actual DVP HAP Provided for Homeless Families line See below e Total Actual DVP HAP Provided for Homeless Families Total HAP paid this month for Homeless families under the DVP program Remaining Fields and Buttons e Validate Validates all entries to insure that they are within the designated parameters of Form HUD 52681 B When no errors occur the System Message box will prompt you to save the form Voucher Management System User s Manual for Release 6 0 0 0 72 Appendix A Form HUD 52681 B Field Definitions Click Save and then click Continue to return to the List of Submissions page If errors occur the System Message box will prompt to correct the errors as noted on the form in red e Save Saves the current month data and runs edit checks on the values you entered e Cancel This button deletes the data you have entered on the form and returns you to the List of Submissions Voucher Management System User s Manual for Release 6 0 0 0 73 Appendix B Explanation of Some HUD Voucher Terminology APPENDIX B EXPLANATION OF SOME HUD VOUCHER TERMINOLOGY Among the various types of voucher settings that are specified outside the All Other Vouchers category a
39. formation should be corrected Enter only one e mail address e Name of Authorized HA Official Required Name of the Authorized HA Official for the PHA usually the Executive Director This field is pre filled from the PIC system If it is blank you must enter the official s name and then at a later time input the required information into the PIC system Incorrect information must be corrected in the PIC system After you submit the data it cannot be changed e Official Housing Authority E mail Address Required Official e mail address for the PHA This address serves as the primary e mail address for official correspondence between the FMC and the PHA and must be the central e mail address for the PHA This field is pre filled from the PIC system If itis blank you must enter the official e mail address and then at a later time input the required information into the PIC system Enter only one e mail address Incorrect information must be corrected in the PIC system After you submit the data it cannot be changed Voucher Management System User s Manual for Release 6 0 0 0 66 Appendix A Form HUD 52681 B Field Definitions Submission Type The state of this form Original Submission Revision or Revised Submission This field is pre filled by VMS and is not editable Available Administrative Fee Reserve Operating Reserves Balance HUD does not currently require PHAs to submit Available Administrative Fee Reserve Ba
40. g and maintaining the data needed and completing and reviewing the collection of information This agency may not conduct or sponsor and you are not required to respond to a collection of information unless that collection displays a valid OMB control number Authority for this collection of information is the Housing and Community Development Act of 1987 Housing Agencies HAs required to maintain financial reports in accordance with accepted accounting standards to permit timely and CCEE dE effective audits The financial records identify the amount of annual contributions that are received and disbursed by Help HAs Responses to the collection of information are required to obtain a benefit or to retain a benefit The information requested does not lend itself to confidentiality FIRS Your Fist Click la the US Government To continue please click a link on the side menu o Back to top tha s tah U S Department of Housing and Urban Development HUD fI LI on 451 7th Street S W Washington DC 20410 Telephone 202 708 1112 TTY 202 708 1455 Privacy Policy For the UDE with only one 1 PHA this action calls up the Manage PHA Data screen And from this screen the UDE can go to the List of Submissions page where the PHA information can be managed and submitted This is accomplished by CLICKing the List of Submissions button circled below Manage PHA Data Communit Voucher Management System
41. g assisted as voucher tenants using KDHAP funds but the excess voucher HAP costs are being billed to the initial HA Non KDHAP Disaster Relief Portables HAP e Portability In HAP expenses attributable to the Disaster Portability In Units This category should include those excess voucher HAP costs billed to the Initial HA for voucher tenants who are being assisted as voucher tenants using KDHAP funds but the excess voucher HAP costs are being billed to the initial HA e Portability Out HAP expenses attributable to the Disaster Portability Out Units These expenses are included in the HA s total voucher HAP expenses elsewhere reported in VMS This category includes those cases where voucher tenants are being assisted as voucher tenants using KDHAP funds but the excess voucher costs are being billed to the initial HA KDHAP Disaster Relief Units e Disaster Relief Families Assisted exclude Ports Total number of households being assisted via the KDHAP disaster relief funds This includes household assisted under the provisions of the KDHAP program and households assisted with regular vouchers for which the HA is to be reimbursed from the KDHAP program The households should not also be reported as regular voucher households elsewhere in VMS This count should include ALL households assisted during the month not just those assisted as of the first of the month e New KDHAP Families Assisted this month Households b
42. gy com E mail pH Address Choose a Password You will enter your password each time you use this service Your password should be 6 characters in length and should be comprised of letters and numbers for example brad83 Do not use punctuation or special characters Important Your password will be recorded EXACTLY as you type it so make a note if you enter in upper and lower case Password Re enter Password for Verification Mother s Maiden Name Please provide this information for future verification when processing password reset requests Mother s Maiden Name Send Application Clear Fields Finally CLICK the Send Application button to send the application to PIH REAC for validation The following confirmation page appears evra Message PHA USER REGISTRATION NOT PROCESSED DUE TO ERROR S First Name JOE Middle Initial A Last Name SMITH Social Security Number 123 45 6789 Organization Name CALIFORNIA HOUSING Organization ID CA999 E mail Address jasmith fog net Mothers Maiden Name CARTWRIGHT evra Error s Detected INVALID SOCIAL SECURITY NUMBER revious Of course our example contains an invalid SSN but if it were yours it would say that your registration was accepted Now what s next Voucher Management System User s Manual for Release 6 0 0 0 15 Getting Started Here is where the Coordinator comes in He or she has already determined your VMS ID code and it is now in the system Your
43. he existence of these codes 4 1 Managing PHA Data UDE User If the user clicks on the Manage PHA Data link the Manage PHA Data screen appears NOTE The Back to top indication at the bottom right of this and other screens places you back to the top of the screen in case you have scrolled down If you need to return to a previous screen at any time use the Back button on your computer Manage PHA Data Code or State Entry Voucher Management System October 13 2005 Manage PHA Data Enter PHA Code Please type the PHA Code OR Select PHA Please Select a PHA PA004 Allentown Housing Authority x This is when the managing of PHA Data begins 1 First the user enters either the PHA Code if it is known followed by CLICKing Go or Reset if there was an entry error 0r The user Selects a PHA from the drop down list followed by CLICKing Go or Reset if an error was made 2 Either PHA identification process results in a new page that reflects the PHA Code PHA Name and the FYE Fiscal Year Entered see below Voucher Management System User s Manual for Release 6 0 0 0 22 Managing PHAs Manage PHA Data Code Name FYE Voucher Management System October 13 200 Manage PHA Data PHA Code PA004 PHA name Allentown Housing Authority FYE 06 30 Your Selected Public Housing Agency is listed above Pero Please click on the link below to continue to the list of submissi
44. he procedures for Logging out of VMS and Exiting VMS 7 1 Logging Out To log out of VMS 1 Make sure that you have saved or submitted the necessary information 2 Click the Secure Systems on the left side of the page The Secure Systems Main Menu page will appear 3 Click Logout at the top right corner of the page A message appears asking you to close all browser windows 4 Click OK The Logged Out page appears Logged Out Page Thank you for visiting the Department of Housing and Urban Development s Online Security System Logged Out You have successfully logged out The window will close in 10 seconds Click to Close Window Content updated Nov 13 2003 U S Department of Housing and Urban Development Home Privacy Statement 451 7th Street S W Washington DC 20410 Telephone 202 708 1112 TTY 202 708 1455 Close the browser window to exit REAC Online Systems 7 1 Exiting VMS To Exit VMS 1 Make sure that you have saved or submitted the necessary information Voucher Management System User s Manual for Release 6 0 0 0 56 Logging and Exiting Out of VMS 2 CLICK the Exit VMS link on the left side of the page The Secure Systems Main Menu page will appear 3 If you have un submitted data you will be prompted with the following page 4 CLICK Exit to continue exit without submitting data 5 OrCLICK Submit PHA to go to the data that needs to be submitted Exit Confirmation
45. ility notice Litigation Simply stated the methodology HUD uses in determining utilization rates excludes vouchers awarded as part of litigation settlements because their use is often restricted by the settlement terms Therefore the nature of the litigation outcome determines the appropriate voucher award Mainstream Mainstream program vouchers enable families having a person with disabilities to lease affordable private housing of their choice Mainstream program vouchers also assist persons with disabilities who often face difficulties in locating suitable and accessible housing on the private market Only a family that includes a disabled person and is income eligible may receive a mainstream program voucher Applicants will be selected from the PHA s housing choice voucher waiting list Moving to Work The program offers public housing authorities PHAs the opportunity to design and test innovative locally designed housing and self sufficiency strategies for low income families by allowing exemptions from existing public housing and tenant based Housing Choice Voucher rules and permitting PHAs to combine operating capital and tenant based assistance funds into a single agency wide funding source as approved by HUD The purposes of the MTW program are to give PHAs and HUD the flexibility to design and test various approaches for providing and administering housing assistance that accomplish three primary goals e Reduce cost and achie
46. lance information at this time Voucher Units Note gt If you enter a value greater than zero 0 in any of these fields you must enter a value greater than zero 0 in the corresponding HAP Expenses field Litigation Total number of vouchers leased from award s made by HUD in conjunction with a judgment or consent decree e Mainstream 1 Year Total number of vouchers leased from initial or renewal 1 Year Mainstream awards e Mainstream 5 year Total number of vouchers leased from initial or renewal 5 Year Mainstream awards e Homeownership Vouchers Total number of vouchers leased for homeownership expenses rather than rent e Moving to Work Vouchers Total number of vouchers leased in the PHA s Moving to Work program e All Other Vouchers Total number of vouchers leased for all other purposes Do not include any vouchers leased for Litigation Mainstream Homeownership or Moving to Work purposes which are reported separately in the previous fields e Total Vouchers System calculated total of Litigation Mainstream Homeownership Moving to Work and All Other vouchers This number represents the total number of vouchers leased by the PHA during the specified month e Hope 6 Section 8 Vouchers Total number of units under lease for households whose voucher was provided from an award designated for Hope VI affected participants A household is reported in this category as long as the household remains
47. leting and reviewing the collection of information This agency may not conduct or sponsor and you are not required to respond to a collection of information unless that collection displays a valid OMB control number Authority for this collection of information is the Housing and Community Development Act of 1987 Housing Agencies HAs required to maintain financial reports in accordance with accepted accounting standards to permit timely and Contart ax effective audits The financial records identify the amount of annual contributions that are received and disbursed by Help HAs Responses to the collection of information are required to obtain a benefit or to retain a benefit The information requested does not lend itself to confidentiality To continue please click a link on the side menu Back to top U S Department of Housing and Urban Development HUD 451 7th Street S W Washington DC 20410 Privacy Policy Telephone 202 708 1112 TTY 202 708 1455 This time the system calls up the Manage PHA Data screen where the UDE can either type in the PHA Code or select a PHA from a drop down list and then CLICK the Go button Manage PHA Data Communitie Voucher Management System ee US Department of H Manage PHA Data Enter PHA Code Please type the PHA Code OR FAQs Printable Form Instructio Quick Referenc Let s talk Select PHA Please Select a PHA PA004 Allentown Housing Authority
48. luding the time for reviewing instructions searching existing data sources gathering and maintaining the data needed and completing and reviewing the collection of information This agency may not conduct or sponsor and you are not required to respond to a collection of information unless that collection displays a valid OMB control number Authority for this collection of information is the Housing and Community Development Act of 1987 Housing Agencies as HAs required to maintain financial reports in accordance with accepted accounting standards to permit timely and Robins ae effective audits The financial records identify the amount of annual contributions that are received and disbursed by Help HAs Responses to the collection of information are required to obtain a benefit or to retain a benefit The information requested does not lend itself to confidentiality FIRSTGOV To continue please click a link on the side menu o Back to top 451 7th Street S W Washington DC 20410 Telephone 202 708 1112 TTY 202 708 1455 Privacy Policy onta a U S Department of Housing and Urban Development HUD A 1 H all Voucher Management System User s Manual for Release 6 0 0 0 28 Managing PHAs but this time the system calls up the Manage PHA Data screen where the UDE can either type in the PHA Code or select a State to which the PHA belongs from a drop down followed by CLICKing the Go button Manage PHA Data
49. may be claimed at one time Voucher Management System User s Manual for Release 6 0 0 0 68 Appendix A Form HUD 52681 B Field Definitions e Housing Conversion Fee Total amount of one time housing conversion fees limited to 250 per unit The total amount of allowed fees being claimed for the fiscal year may be claimed at one time The reported amount must be divisible by 250 Expenses e Administrative Expense Total amount of routine expenses associated with administering the HCV program accounting codes 4110 4130 4150 4170 excluding costs associated with the IPA audit 4180 4190 4400 4510 4540 7520 and 7540 salaries rent sundry training maintenance utilities accounting expenses etc and unfunded FSS Coordinator and Housing Search Counseling program expenses Exclude expenses reported separately for example Audit or billed to another agency If a value is present in the Total Vouchers field you must enter an amount in this field e Audit Total amount billed for your IPA audit if incurred during this reporting cycle excluding the accounting service fee Report this amount only in the month that it occurred e Hard to House No expense data to be entered on this line for periods after April 2005 prior entries cannot be changed e FSS Coordinator Expense Total amount of FSS Coordinator and Benefits expenses incurred during the month e LBP Clearance Test No expense data to be entered on this
50. n submitted All others users can view monthly data regardless of whether or not the data has been submitted To view monthly data 1 On the List of Submission page CLICK the Month Year link for the month you want to view for example August 2004 List of Submissions Submission July 2005 to September 2005 View Print Quarter Submit Quarter Pending Submission CHERRY F HWEE uly 2005 July 2005 Submitted FARM August 2005 Not Entered September 2005 Not Entered Submission April 2005 to June 2005 FERES The Form HUD 52681 B appears 2 Review the appropriate data 4 1 8 Viewing and Printing Quarterly Data The UDE and otherwise designated user user can view and print all three months of data for a Quarter regardless of whether the Quarter has been submitted To view or print Quarterly data 1 On the List of Submission page click the View Print link for the Quarter you want to view List of Submissions Submission July 2005 to September 2005 aP View Print Quarter Submit Quarter Pending Submission CHERRY F HWEE uly 2005 July 2005 Submitted os hice 2008 August 2005 Not Entered September 2005 Not Entered Submission April 2005 to June 2005 nee Voucher Management System User s Manual for Release 6 0 0 0 36 Ho Bde ite The View Print Quarter page appears View Print Quarte
51. n 515 project on the effective date of the prepayment e USDA One Time Fee The PHA will receive a one time special fee in recognition of the additional costs associated with the administration of the USDA vouchers The amount of the fee is 250 per unit for the total number of occupied units on the effective date of the prepayment This amount is only entered into the first month of leasing e USDA Administrative Expense Total amount of routine expenses associated with administering the USDA program accounting codes 4110 4130 4150 4180 4190 4400 4510 4540 7520 and 7540 salaries rent sundry training maintenance utilities and accounting expenses Disaster Voucher Program DVP e Total DVP Families Assisted Total Number of families assisted this month under the DVP program excluding Homeless DVP families reported below Units not reported anywhere else on this form e Total New DVP Families Assisted this Month Number of first time families assisted under DVP this month excluding Homeless families reported below Number is included in the number of Total Regular DVP families assisted See above e DVP Homeless Families Assisted Total number of Homeless families being assisted under DVP Families who were homeless immediately prior to Hurricane not as a result of the disaster See DVP Guidance issued 2 17 05 e New Homeless Families Assisted Number of families placed on the DVP this month Number of pr
52. ndix A Form HUD 52681 B Field Definitions eee eene nennen nenne trennen nnne 66 Contact Detal S eror e te EAE EN CAMERE ERE TE SEE E VUE eR Te PER VY oV EXE T NY ku PUR ee ER REA 66 VOUCHER Units oio m aco enm enia ai oh t nei E Roh OO 67 HAP Expenses n e EO LO PELO pL E enit tei OO Hebe 68 Bee Earned soca cee eee tee ee RE RE ere E qe EN Ce eEE UEM n ute te Pen eee Ce EOM eR e seeded 68 sq II M 69 EZ sec cesses sas 69 Other Expenses detener e odendevnmigaleeun eid ciate eode om ims 69 Comments eer pepe RU e EU EE GER UD RR SEU e REG ERRARE 70 Remaining Fields and Buttons esssessessssesseseeeeer eere entente entrent en trennen erret nrnt terreni 72 Appendix B Explanation of Some HUD Voucher Terminology 74 Voucher Management System User s Manual for Release 6 0 0 0 Page iv General Information 1 0 GENERAL INFORMATION Voucher Management System User s Manual for Release 6 0 0 0 1 Syston Summary 1 0 GENERAL INFORMATION 1 1 System Overview The Voucher Management System VMS supports the information management needs of the Housing Choice Voucher Program HCVP and management functions performed by the Financial Management Division FMD and the Financial Management Center FMC of Public and Indian Housing and the Real Estate Management Center PIH REAC This sy
53. ne Form HUD 52681 B appears Form HUD 52681 B unitie Voucher Management System partment of H Urban De e Manage PHA Data Monthly Voucher Data Validation and Save Page Please enter data for the following month Voucher Expense Data is validated when it is saved to the database February 2005 Form 52681 B Action Validate Save Cancel Contact Details HA Number CA123 HA Name Housing Authority of the City of Pomona HA FYE 6 30 FAQs Name of HA Point of Contact Samuel Segura Printable F 2 Instruction Point of Contact Phone 9096202423 Quick References Ext Let s talk sess Point of Contact E mail Address sam_segura ci pomo Name of Authorized HA Official Samuel Segura Official Housing Authority E mail Address sam_segura ci pomona ca us Submission Type Revision Available Administrative Fee Reserve Operating N A Reserves Balance Voucher Units Litigation 100 2 Complete the form using the field information listed in Appendix A 3 When finished CLICK the Validate button VMS attempts to validate all of the data e If VMS does not encounter errors the System Messages box displays a prompt for you to save CLICK Save e If VMS does encounter errors the System Messages box displays a prompt for you to correct the errors as noted on the form in red e When you have completed making any corrections CLICK the Save button and then CLICK Continue to return to the List
54. nerating Reports 5 0 GENERATING REPORTS 5 1 Reports HUE User The HUE or read only user has the ability to generate reports that reflect the status transitions and trends in PHA profiles or data related to the non submitter As such the HUE may request to view and or print a 1 VMS Non Submitter Report or 2 one or more of four different report formats for VMS Data Collection The report formats include a Data Table b Line Graph c Pie Chart and d Horizontal Bar Graph The generating of all Non submitter and Data Collection reports begins with the main VMS Home Page Voucher Management System Home Page Hello STEVEN SAJOUS If you are not STEVEN SAJOUS please log out by going to this link immediately and call the TAC at 888 245 4860 Voucher for Payment of Annual Contributions and Operating Statement Housing Assistance Payments Program Supplemental Reporting Form OMB Approval No 2577 0169 Qublic reporting burden for this collection of information is estimated to average 1 50 hours per response including the time for reviewing Act of 1987 Hoi timely and effective dits The financial records identify the amount of annual contributions that are received and disbursed by HAs Responses to the collectif information are required to obtain a benefit or to retain a benefit The information requested does not lend itself to confidentiality ag Agencies HAs required to maintain financial
55. nerating a Non Submitter report e Onthe VMS Main Page CLICK the Generate Reports link On the Generate Reports Page CLICK the VMS Non Submitter Report link On the VMS Non Submitter Report Options Page you now have the following options from which to choose Data Table Ome Number of Non Submitters per month Number of Non Submitters per PHA rn Percentage of Non Submitters Select the type of table you wish see the State from which you wish to pull data and the dates range that you are interested in Date range must be 12 months or fewer The VMS Non Voucher Management System User s Manual for Release 6 0 0 0 40 Generating Reports Submitter Report Options Page and all four report formats are also shown below in subsections 5 1 1 1 5 1 1 5 5 1 1 1 VMS Non Submitter Report Options Page and Urban De FAQs Printable Form52681B Instructions Quick References Let s talk Webcasts Mailing lists Contact us Help FIRSTGOV Your First Click to the U S Government Voucher Management System VMS Non Submitter Report lt Back to Generate Reports Menu Select a Date Range NOTE With the Start and End dates inclusive the date range should NOT exceed 12 months Please select a date range to State Report Data Table Number of Non Submitters per month O Number of Non Submitters per PHA O Percentage of Non Submitters Q coil sinis emm i hi U S Departme
56. nt System User s Manual for Release 6 0 0 0 Page ii 1 0 2 0 3 0 4 0 5 0 3 2 4 1 5 1 USER S MANUAL TABLE OF CONTENTS Page GENERAL INFORMATION 33 0 Sip aS RE dut ge o Shee TR idees 2 Nicias 2 Iast of References na onc nta aUe Deam eU a e ra be ERR on t e Er Prices 2 Authorized Use Permission inuito aima teg aem n P ame on D t eripi 3 General Informa toison a a i eit tete desee det eat ee hinge eus 3 1 4 1 Coordm tion n n e omm en neu eae en ama e aet agii 3 1 4 1 1 Coordination Points utet Le e pei ete cete te Dele n eee rte denies 4 1 4 1 2 Coordination Schedule n ters eet ie ete eene det edes rei edd 4 L42 Help Desk iere RROR E GERE GR RR Ee ERRERS 4 1 4 3 Acronyms and Abbreviations ua seepe eene nete trennen inneren tenn ne enne trennen enne 4 Orgamzati n of th Marital d UOI ERE alta ER er p aber o ED e RE E E PRESE 7 SYSTEM SUMMARY nope Re e le n e PET Nota Er pe ee 9 System Configuration aise qo mete beo ome td Ee e e bene E ape n od etd ai coe tes 9 Data PLOW e EE 9 User Access Levels sais eth E ede ete ER t ar e e Ai nett Ap Ain eire s 10 Contingencies and Alternate Modes of Operation sess nennen enne 10 GETTING STARTED nune Ee BUS Eee TED RU ep ROTE RR vent 12 TO PSI BODE ds ete raa idee ee ide nA 12 3 1 1 Registration and Associated Forms nennen nennen innere nennen nein nr enn enne 12 3 12 Registration Informations 3 22 bee Ub Rr Reid bi n entere
57. nt of Housing and Urban Development HUD A M 451 7th Street S W Washington DC 20410 Privacy Policy a Telephone 202 708 1112 TTY 202 708 1455 Voucher Management System User s Manual for Release 6 0 0 0 41 Generating Reports 5 1 1 2 Data Table Report Data Table O Number of Non Submitters per month FAQs O Number of Non Submitters per PHA Printable Form52681B Instructions O Percentage of Non Submitters Quick References Webcasts Mailing lists uem From 05 2005 Y 7 FIRSTGOV To 11 2005 Your First Click to the U S Government As of 03 02 2006 N indicates data not submitted A colored cell indicates the PHA is excluded for that month PHA 05 2005 06 2005 07 2005 08 2005 09 2005 10 2005 11 2005 CA005 N N N N N N N CA009 N N CA025 N N N N N N N CA064 N N N N CA082 N N N N CA104 N N CA126 N N N N Print Format Excel Format Voucher Management System User s Manual for Release 6 0 0 0 42 Generating Reports 5 1 1 3 Number of Non submitters per Month Non Submitters Report for the state of CA of Non Submitters from 05 01 2005 to 11 01 2005 0 0 0 5 1 0 1 5 20 25 30 35 40 45 5 0 5 5 6 0 06 2005 08 2005 Per Month 10 2005 Voucher Management System User s Manual for Release 6 0 0 0 43 Generating Reports 5 1 1 4 Number of Non submitters per PHA Voucher Management System User s Manual for Release 6 0 0 0 44
58. of Submissions Voucher Management System User s Manual for Release 6 0 0 0 33 Managing PHAs 4 1 5 Submitting Quarterly Data When all of the data for a Quarter has been entered into VMS you can submit the data from List of Submissions page To submit Quarterly voucher data e From the List of Submissions page CLICK Submit next to the Quarter you want to submit List of Submissions page Submission July 2005 to September 2005 View Print Quarter Submit Quarter Pending Submission CHERRY F HWEE July 2005 Submitted 25 August 2005 August 2005 Not Entered September 2005 Not Entered Submission April 2005 to June 2005 pone e The Submit Quarter page appears which provides a summary of the data for the Quarter Submit Quarter page PHA Code CA001 PHA name San Francisco Housing Authority FYE 09 30 Contact Details Name of H Point of Contact Cherry Hwee Point of Contact Phone 4155541276 Ext Point of Contact E mail Address hweec sfha org Name of Authorized HA Official Gregg Fortner Official Housing Authority E mail Address fortnerg sfha org Submission Type Original Submission Available Administrative Fee Reserve Operating Reserves Balance N A Voucher Units Litigation Mainstream 1 Year Mainstream 5 Year Homeownership Youchers Moving To Work Vouchers All Other Vouchers 7180 Total Vouchers 7180 Hope 6 Section 8 Vouchers Tenant Protection Tenant Protection New
59. ogout Content updated September 16 2005 o Back to Top fzi U S Department of Housing and Urban Development 451 7th Street S W Washington DC 20410 Telephone 202 708 1112 TTY 202 708 1455 8 Read the warnings and then click Accept The Secure Systems Main Menu page appears Secure Systems Main Menu Main Menu IL IL search bome logout Secure Systems Systems Management Assessment fabevsten MASS Mlt andy Deinawesce pereo Sisteme DOR Pubs tierna A Fasten Scores and Status CASS Sakertem PA35 Quality Arowemie fabsertem COASSD a Resident eabrertem PAS Tenant Assessment wakes tine 1A83 Veercher Homonerment faster C965 Conteh updated September 16 2005 O nack to tap V S Depi uring and Urban Development 451 7th 9 ashington OC 20410 Telephone 202 708 2222 TTY 202 708 1433 Voucher Management System User s Manual for Release 6 0 0 0 18 Getting Started 9 Under Systems click Voucher Management System V MS The VMS main page appears VMS Home Page Voucher Management System Home Page Hello STEVEN SAJOUS If you are not STEVEN SAJOUS please log out by going to this link immediately and call the TAC at 888 245 4860 Voucher for Payment of Annual Contributions and Operating Statement Housing Assistance Payments Program Supplemental Reporting Form OMB Approval No 2577 0169 Public reporting bu
60. olumn of this screen offers some navigational possibilities They include e Exit VMS This link returns the user to the Secure Systems Main Menu page as does the Secure Systems link e Resources This set of links provides the user with Frequently Asked Questions FAQ a printable copy of the form HUD 5268 1b Instructions this VMS User s Manual and Quick References reminders and helps in the timely completion of various tasks e Tools Standard set of HUD links available on every web page 4 1 1 Saving and Submitting VMS Data Voucher data must be submitted for each PHA every Quarter The UDE enters and saves the voucher data for each month during the Quarter At the end of the Quarter the user submits all of the data for the Quarter To enter save and submit PHA voucher data the UDE uses the List of Submissions page for the PHA discussed later Voucher Management System User s Manual for Release 6 0 0 0 24 Managing PHAs 4 1 2 Saving Monthly Data To save monthly voucher data you must first be aware of certain rules that direct your choices of action e If you have been assigned only 1 PHA refer to section 4 1 2 1 e If you have been assigned 2 50 PHAs refer to section 4 1 2 2 e If you have been assigned 51 or more PHAs refer to section 4 1 2 3 4 1 2 1 Only one 1 PHA submission Following Login the Main Menu screen always appears On this screen the UDE will alw
61. ons page Instructi Quick References socio 3 CLICKing on the yellow List of Submissions link circled above results in a List of Submissions page see below that outlines the various submissions and related information pertinent to the particular PHA selected Voucher Management System User s Manual for Release 6 0 0 0 23 Managing PHAs Manage PHA Data List of Submissions Voucher Management System October 13 200 Manage PHA Data List of Submissions PHA Code PA004 PHA name Allentown Housing Authority FYE 06 30 Quarter Month Status Last Updated by Submission May 2005 to July 2005 Submitted FAQs View Print Quarter Printable Form52681B n WILLIAM A REIDER 2 Instructions Mav 2005 Submitted 29 August 2005 Quick References WILLIAM A REIDER June 2005 Submitted 129 August 2005 WILLIAM A REIDER M July 2005 Submitted i28 August 2005 Contact us r Help Submission February 2005 to April 2005 Submitted View Print Quarter WILLIAM A REIDER e i F IRST GOV February 2005 Submitted 23 May 2005 Your First Click ta the U S Gevernmest pie WILLIAM A REIDER March 2005 Submitted 23 May 2005 WILLIAM A REIDER A 2005 April 2005 Submitted 23 May 2005 Submission November 2004 to January 2005 Submitted View Print Quarter November 2004 Submitted WILLIAM A REIDER 23 February 2005 WILLIAM A REIDER NOTE The left c
62. ormation below an ID will be assigned and mailed to the Executive Director of the PHA specified below The password will not be disclosed so make sure you remember it To apply for a regular User ID check the User radio button fill out the form below and click Send Application when you are through Upon verification of the information below a user ID will be assigned and the System Coordinator of the PHA specified below will retrieve the user ID The password will not be disclosed so make sure you remember it And remember Warning Misuse of Federal Information at this Web site falls under the provisions of Title 18 United States Code section 1030 This law specifies penalties for exceeding authorized access alteration damage or destruction of information residing on Federal Computers Application Type First Name Middle Initial Last Name l Social Security Number 1 _ Organization Information Provide the name of the Public Housing Authority you represent Provide the Number of the Public Housing Authority you represent Organization Name Organization ID After you have provided this information you are asked for other identifying data next page Voucher Management System User s Manual for Release 6 0 0 0 14 Getting Started Provide your e mail address Include your e mail user name the sign and servicename com edu org net etc For example jsmith aol com johndoe adv org hfdb84a prodi
63. r page a PHA Code CA024 PHA name COUNTY OF SAN JOAQUIN HOUSING AUTH EYE 09 30 Reporting Month July 2005 August 2005 September 2005 Contact Details Name of HA Point of Contact Point of Contact Phone Ext Point of Contact E mail Address Name of Authorized HA Official Official Housing Authority E mail Address Submission Type Available Administrative Fee Reserve Operating Reserves Balance Voucher Units Litigation Mainstream 1 Year Mainstream 5 Year Homeownership Vouchers Moving To Work Vouchers All Other Vouchers Total Vouchers Hope 6 Section 8 Vouchers Tenant Protection Tenant Protection New this Month Enhanced Vouchers this Month New Home Owners This Month Edward Sido 2094605065 esidoGhacsj com Edward Sido esido hacsj com Original Submission N A 12 4442 4454 Glenda Wall 2094605040 0 gwall hacsj com Edward Sido esido hacsj com Original Submission N A 12 478 3883 4373 Glenda Wall 2094605040 0 gwall hacsj com Edward Sido esido hacsj com Original Submission N A 12 477 3888 4377 Voucher Management System User s Manual for Release 6 0 0 0 To print the data for the Quarter CLICK File gt Print on your browser menu CLICK on the Back to List of Submissions link to return to the List of Submissions main page 37 Generating Reports 5 0 GENERATING REPORTS Voucher Management System User s Manual for Release 6 0 0 0 38 Ge
64. rden for this collection of information is estimated to average 1 50 hours per response including the time for reviewing instructions searching existing data sources gathering and maintaining the data needed and completing and reviewing the collection of information This agency may not conduct or sponsor and you are not required to respond to a collection of information unless that collection displays a valid OMB control number Authority for this collection of information is the Housing and Community Development Act of 1987 Housing Agencies HAs required to maintain financial reports in accordance with accepted accounting standards to permit timely and effective audits The financial records identify the amount of annual contributions that are received and disbursed by HAs Responses to the collection of information are required to obtain a benefit or to retain a benefit The information requested does not lend itself to confidentiality To continue please click a link on the side menu sack to top U S Department of Housing and Urban Development HUD ea 451 7th Street S W Washington DC 20410 Privacy Policy Telephone 202 708 1112 TTY 202 708 1455 You can use the links listed on the left side of the page to navigate through VMS e Secure Systems This link returns the user to the Secure Systems Main Menu see previous page for example where the user is then able to select the Voucher Management System PHA Assignmen
65. rds The only requirements for VMS Users are that their workstations meet HUD standard requirements for hardware and software Table 6 VMS User Requirements Requirements for VMS Users Hardware Pentium III 128 MB of RAM 15 GB of free hard disk space SVGA Display Software Windows 95 minimum Netscape 4 79 minimum or Internet Explorer 6 0 minimum 2 2 Data Flow VMS provides an automated voucher data collection process through a series of web pages Figure 1 1 shows the overall process flow of VMS for electronic collection and processing of program data from the PHAs Figure 1 1 VMS Current Methods and Procedures 10 0 Authenticate and Authorize Users 40 0 Maintain PHA Contact Information 70 0 Save Submit Voucher Utilization amp Expense Data 20 0 Manage PHA 50 0 View Voucher Utilization and Expense Data 80 0 Generate Data Extracts Voucher Management System User s Manual for Release 6 0 0 0 30 0 Select a PHA 60 0 Enter Save Voucher Utilization amp Expense Data System Summary 2 3 User Access Levels Table 7 User Role and Action Codes Code Role Description Action Description UDE Utilization and Expense Data 1 Ability to read existing data for assigned PHAs Submitter Ability to update or add new data to a pending submission for a specific PHA FMD Manager Financial Ability to read existing voucher data for PHAs they manage
66. re 1 Litigation 2 Mainstream and 3 Moving to Work Another category of vouchers is those connected with individuals or families that have Portability Portability An eligible family that has been issued a housing choice voucher may use that voucher to lease a unit anywhere in the United States where there is a housing agency operating a housing choice voucher program This feature of the program is referred to as portability Under some circumstances Welfare to Work voucher families are also eligible for portability The PHA that issues the voucher to a portable family that wants to move to a different jurisdiction is referred to as the initial PHA The PHA in the jurisdiction to which the family wishes to relocate is called the receiving PHA The initial PHA determines eligibility for the housing choice voucher program based on its admission policies The family is expected to initiate the portability process by informing the initial PHA of its interest in moving to another jurisdiction porting out A participant family electing to move to another jurisdiction with its voucher is eligible to do so but only when the family is able to move out of its current program unit under the terms of the family s lease A family is not eligible for portability if the family has moved out of its assisted unit in violation of the lease Be aware there is a certain period of time that must elapse after the initial PHA receives your written portab
67. reports in accordance with accepted accounting standards to permit q continue please click a link on the side menu Back to top eld KS U S Department of Housing and Urban Development HUD in 451 7th Street S W Washington DC 20410 Telephone 202 708 1112 TTY 202 708 1455 Wate Mee For the qualified user to begin generating any of these reports the link Generate Reports must be CLICKed This action calls up the Generate Reports page See below from which either the Non Submitter report the Data Collection report and the VMS Leasing and Unit Expense report can be generated Voucher Management System User s Manual for Release 6 0 0 0 39 Generating Reports VMS Generate Reports Window Voucher Management System Generate Reports Click the report you want to generate e VMS Non Submitter Report e VMS Data Collection Report e VMS Leasing and Unit Expense Report Qo Back to top emn f gll 3 U S Department of Housing and Urban Development HUD A amp AIL 451 7th Street S W Washington DC 20410 Privacy Policy if Telephone 202 708 1112 TTY 202 708 1455 Atv eat Quick References Let s talk m Webca FIRSTGOV Your First Click to the U S Gevernmes t Ka 5 1 1 VMS Non Submitter Report The VMS Non Submitter Report lists all active PHAs that have not submitted voucher data for at least one month during the requested time period Procedure for ge
68. rm HUD 52681 B Field Definitions Comments e This section allows the Housing Agency to supply additional information or specific comments about the data being submitted e This field has no character limit e MTW Agencies should identify all MTW Voucher funds used for purposes other than leasing or homeownership assistance by activity and amount e If you entered a value greater than 10 in the New Homeowners This Month field you must provide an explanation in this field Additional HAP Expenses e Fraud Recovery Amount Booked this Month Total dollar amount recouped by the HA as fraud recoveries during the month e FSS Escrow Forfeitures Total value of FSS escrow accounts forfeited by tenants during the month forfeitures may occur when the tenant violates or fails to complete the FSS contract Regular Portables Units e Portability In Total number of vouchers which the HA is administering on behalf of an Initial HA under the portability provisions the HA is billing the initial HA and has not absorbed the voucher participants into the HA s own program A household reported in this category is NOT reported as a voucher participant for this HA in any other category e Portability Out Total number of vouchers which are being administered on behalf of the HA by a Receiving HA under the portability provisions the HA is being billed by the Receiving HA A household reported in this category is also reported as
69. rrect and that wrong or missing Official HA data is updated in the PIC information system for future data collection use Enter all leasing and expense data in positive whole numbers without any punctuation marks or symbols commas dollar signs and decimal points gt If your PHA has no report for a field tab through it If the reported value is zero type 0 Contact Details e HA Number Number identifying the PHA for example AL 123 e HAName Name identifying the PHA e HAFYE Fiscal year end date e Name of HA Point of Contact Required Name of the person who can answer questions about the Form HUD 52681 B data submission This field is pre filled with VMS information if available and editable Incorrect information should be corrected e Point of Contact Phone Required Phone number of the PHA Point of Contact This field is pre filled with VMS information if available and editable Incorrect information should be corrected e Ext The phone number extension for the HA Point of Contact This field is pre filled with VMS information if available and editable Incorrect information should be corrected Enter only whole positive numbers without any punctuation marks or symbols commas dollar signs and decimal points e Point of Contact E mail Address Required E mail address for the HA Point of Contact T This field is pre filled with VMS information if available and editable Incorrect in
70. rtner Please check uncheck boxes to assign unassign roles to the user VMS Voucher Management Subsystem UDE Utilization and Expense Data Submitter Assign Unassign Roles 6 Under VMS Voucher Management System at the bottom of the page select the UDE Utilization and Expense Data Submitter role check box and then CLICK the Assign Unassign Roles button A confirmation page appears TE CLICK the Confirm button When the Successful Transaction message appears CLICK OK Voucher Management System User s Manual for Release 6 0 0 0 61 Administering VMS Assign Un assign Role Confirmation page Assign Unassign Role Confirmation for User M00305 Roles to Assign to User M00305 System Code Role Code Role Description VMS UDE Utilization and Expense Data Submitter No roles were selected to unassign 8 The Maintain User page appears again Maintain User page Maintain User MOO305 User Information User ID M00305 First Name Tester M00305 Middle Initial Last Name VMS User Status Active Coordinator No User Type PHA User Business Partner Choose a Function Maintain User Information Submit Cancel 9 CLICK Submit 10 Repeat steps 1 7 for each User needing submitter rights in VMS NOTE This User now has the ability to submit data in VMS but you first must assign the User to a particular PHA so that they can view and submit the voucher data for that PHA
71. s August 15 2005 Please have your quarterly to provide exact information from submission input into VMS by COB August 31 your original registration 2005 08 11 05 Management Operations Certifications not Webcasts submitted by the E D will be REJECTED Mailing lists 05 23 05 Helpful Tools Contact us Increased Security Help PIH REAC applications are only accessible using a gt On line Registration ove ortin 2B ncryption and This opens the User Login window Voucher Management System User s Manual for Release 6 0 0 0 16 Getting Started User Login User Login housing mail help search home Secure Systems UserID Password Guest D Content updated September 16 2005 o Back to Top t U S Department of Housing and Urban Development Home Privacy Statement 451 7th Street S W Washington DC 20410 7 Complete the following fields and then CLICK Login In this field Type User ID User ID for example M00305 Password Password associated with the User Name The Rules of Behavior for HUD Systems page appears 8 You will receive this screen when you first log into the system once a year Read all rules of Behavior then click Accept The Legal Warnings page will appear Rules of Behavior Rules Of Behavior Microsoft Internet Explorer DES C7 i Ele Edit View Favorites Tools Help O O Hiat Pes kae Que O 2S OARS E adress E ns ett dich i
72. stem s primary purpose is to monitor and manage Public Housing Agency PHA use of vouchers VMS collects PHA data that enables HUD to fund obligate and disburse funding in a timely manner based on actual PHA use The web based VMS application facilitates electronic submission of monthly quarterly program data by the PHAs and makes the data accessible to users in PIH REAC FMD Field Offices FO and Headquarters HQ Currently users can generate and print or download PHA quarterly reports but PIH personnel perform all budgeting and funding activities manually The long term goal of the VMS project is to integrate budgeting and funding activities into the VMS application and automate the currently manual tasks Automation will be accomplished by implementing electronic entry of all relevant data automatic data calculations complex report generation and automated business workflows including an online approval process The following table provides system details related to VMS System Environment System Real Estate Assessment Center System REACS Subsystem Voucher Management System VMS PCAS 411540 for development 411550 for maintenance 1667980 oversight amp monitoring System Code P224 System Category Software Application Operational Status Operational System Environment Web Based Sponsor Public and Indian Housing Office of Housing Choice Voucher Program PIH HCVP Developer ActioNet Inc 1
73. system You need to work at a computer that is on line 2 Gotoa browser or other website Then copy and paste or type the URL address provided below into the URL address space located at the top of your browser mm http www hud gov offices reac online reasyst cfm 3 This will bring you to the PIH REAC On Line Systems Homepage below PIH REAC On Line Systems Homepage Home Commi En espa ol Text only Search index Real Estate Assessment Center US Department and Urban De Online Systems About REAC Business area products ee a py Information by State Business partners amp Print version Online systems All systems vill be unavailable from 8pm ET Friday x 5 Common questions 18th November 2005 until 7am ET Monday 21st TE Email this to a friend November 2005 for scheduled maintenance We apologize for any inconvenience Calendar Industry user guides Library Friday November 18 2005 8pm Eastern Time cT 2 Directory Friday December 02 2006 8pm Eastern Time Existing users log in below AEN Friday March 10 2006 8pm Eastern Time LOGIN ss Friday April 07 2006 8pm Eastern Time Technical support Friday September 22 2006 8pm Eastern Time Contact us Need to access HUD systems Register below HUD s Hurricane Katrina resource page Online Registration RASS 09 08 2005 UPDATE a Note Password reset will require you collecting the May June and July
74. t Maintenance or Password Change as needed It is also possible to log out of VMS using the Logout link located at the top right of the screen e Manage PHA Data This link is provided to allow PHA s Fee Accountants reporting on multiple PHAs to enter the appropriate PHA Code or to select the desired PHA name from a drop down box NOTE The PHAs listed in the drop down box are only those that are specific to the user s jurisdiction This procedure can be used by all VMS roles except for the HUE view only HUD employees e Administer VMS This link is provided to allow VMS Administrator to have access to an administrative section of the application NOTE Only the VMS Administrator will see this link e Generate Reports This link is provided to allow the User to have access to generate reports based on the VMS data Since we have chosen to carry out the Regular User UDE transactions first the User should CLICK the Manage PHA Data button This will allow the user to enter and update PHA data only Voucher Management System User s Manual for Release 6 0 0 0 19 Continue on to Section 4 0 MANAGING PHAs Voucher Management System User s Manual for Release 6 0 0 0 20 Managing PHAs 4 0 MANAGING PHAs Voucher Management System User s Manual for Release 6 0 0 0 21 Managing PHAs 4 0 MANAGING PHAS NOTE PHA Codes to be called on by the UDE User are already residing in the system database The User has no control over t
75. the Comments field at the bottom of the form Do not include in this section the expenses for purposes other than rental or homeownership assistance HAP All Other Vouchers Total amount of HAP expenses related to all other vouchers charged to accounting code 4715 excluding any cost billed for HAP expenses listed in other fields and any cost billed to another agency HAP Total System calculated total amount of HAP expenses for the PHA as reported in accounting code 4715 excluding any cost billed to another agency Hope 6 Section 8 Vouchers Total number of units under lease for households whose voucher was provided from an award designated for Hope VI affected participants A household is reported in this category as long as the household remains a voucher participant Fee Earned Administrative Fee Earned PHAs receive a total annual amount for the administration of all on going vouchers PHAs may report each month 1 12 of this total and should also report the fees provided for new vouchers awarded by HUD that are not included in the annual amount for all on going vouchers Fees for the new vouchers may be reported equally across the months covered by the new fee funding increment The reported Administrative Fees Earned total does not affect the amount of funding provided Preliminary Fees Total amount of one time fees for new PHAs limited 500 00 per unit The total amount of allowed fees being claimed for the fiscal year
76. tions Plan CP Contingency Plan CPI Cost Performance Index CR Change Request Client Server Group Computer Services Operations and Maintenance Group Chief Technology Officer Cost Variance Database Administrator Development Coordination Group QA Data Collection Report Departmental Platforms and Processing Division Disaster Recovery Plan Enterprise Architecture Estimate at Completion Enterprise Architecture Management System Emergency Contact System Electronic and Information Technology Estimate to Complete Earned Value EV FASS PH Financial Assessment Subsystem Public Housing Frequently Asked Question FDM Financial Data Mart FFAS 10 Federal Financial Accounting Standard 10 Voucher Management System User s Manual for Release 6 0 0 0 5 System Summar Acronyms Abbreviations GPEA Government Paperwork Elimination Act HUD Application Release Tracking System Housing Choice Voucher HUD Information Technology Center HUD Open Integration Guidelines Headquarters HUDCAPS HUD Central Accounting and Program System View only role code for HUD employees IAS Inventory of Automated Systems IG Inspector General IPA Independent Public Accountant Information Systems Division Internet Services Group Information System Security Officer Information Technology Information Technology Investment Portfolio
77. ve greater costs effectiveness in Federal expenditures Voucher Management System User s Manual for Release 6 0 0 0 74 Appendix B Explanation of Some HUD Voucher Terminology e Give incentives to families with children where the head of household is working is seeking work or is preparing for work by participating in job training educational programs or programs that assist people to obtain employment and become economically self sufficient and e Increase housing choices for low income families Voucher Management System User s Manual for Release 6 0 0 0 75

Voucher Management System (VMS) User`s Manual, Release 3.0.0.1

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