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HUD ARM Electronic Reporting

Purpose: Provide the ability to collect and electronically report data from LegalServer to HUD ARM (Agency Reporting Module). This includes the HUD 9902 aggregate data, agency level data, and case level data, on counseling services.

Cost: $4,200.00 one-time setup fee.


Overview

Recording and submitting data to HUD involves four steps:
  1. Collecting case level data
  2. Entering agency level data
  3. Applying agency overrides to mask client-specific data
  4. Reviewing data to be submitted and transmitting to HUD
 

Case Level Data

LegalServer provides the fields needed to collect case level data, including calculating the AMI Category (Area Median Income) for a case (assuming income information and the client's county of residence has been entered).

Administrators will notice that several HUD lookup fields have "System" lookup values that can't be edited. These values are dictated by HUD's data transfer requirements.

Case Level Overrides

HUD allows certain client-specific data to be masked, or overridden. Overrides can be made on each case and at the agency level for all cases. (See the Agency Level Data Setup section below for information on agency-wide overrides.)

Agency Level Data Setup and Submission

Agency level data is setup on the Admin page in LegalServer using the links in the HUD Data section:

  • Agency Contacts
  • Agency Counselors
  • Agency Data
  • Agency-wide Case Overrides
  • Review Cases to be Reported
  • Review Form 9902
  • Transmit Data to HUD

Permission

LegalServer has an "Administrate HUD" permission in Admin/User Roles (Permissions) that controls whether a user sees the above links on the Admin page. This permission is "off" (unchecked) by default.

Report Period

The data displayed on several of these pages and that will ultimately be transmitted to HUD is based on Report Period. Selecting a Report Period will return information based on cases that have the HUD Eligible field set to Yes, and that were open during the report period.

Report Periods are maintained in Admin/Lookups/HUD ARM Report Period. Report periods are set by each agency. It is up to each agency to determine if it reports cumulative or non-cumulative data throughout the fiscal year.

HUD's fiscal year is from October 1 through September 30 of the following year. An agency wanting to report cumulative data would, for example, set the Quarter 2 report period to run from October 1 to March 31 (of the following year). An agency that did not want to report cumulative data would set Quarter 2 to run from January 1 to March 31.

Agency Contacts

This page displays a list of agency contacts, if any, and provides links to edit or delete existing contacts and add new contacts. HUD requires at least three contacts with three different types. Each contact has three required fields:
  1. "Contact". A dropdown list of users.
  2. "Type of agency personnel". This is a lookup field controlled by the "Hud Arm Agency Contact Type" in Admin/Lookups.
  3. "Agency contact business title". This is a lookup field controlled by the "Hud Arm Agency Contact Title" in Admin/Lookups.

Agency Counselors

This page initially displays a list of all active and current users. The list can be filtered by several fields, including Report Period. Selecting a Report Period filter will limit the list to users who are primary assignments on cases eligible to be reported.

The list displays each user's name, whether the user's data is complete for reporting purposes, and an Edit link to review and update the information.

The required fields for counselors are First Name, Last Name, and Start Date (at agency). This information is automatically pulled from the user's profile if it exists.

Agency Data

This page lists several fields such as Agency Name Used in HCS, Tax Identification Number, address fields, etc.

Each field will display the existing value or "N/A". "N/A" in red text indicates a required field. Required fields must contain information or validation will fail. Each field will have a Replace, Add, or Clear button to edit the information.

Agency-wide Case Overrides

This page lists several fields that will be reported, but allows an agency to override the reporting of client-specific information, such as names and SSNs.

A field labeled "No Override Selected" indicates that client-specific information from cases will be reported (unless the field has been overridden at the case level). "No Override Selected" in red text indicates a field required by HUD. A field with no override selected will have an "Add Data" button that allows masking the client-specific data by reporting the same value for that field for all cases. For example, an override can be added for SSN so that a value like 999-99-9999 will be reported for all cases.

Other fields will be labeled with a value and "(HUD Default)". This indicates that actual data from cases will be reported, but if that field is a blank on a given case, then the HUD Default will be reported. Agencies also have the option to override the HUD default with a specific selection.

HUD Settings

The Admin / HUD Settings page lists the agency's HUD Login and Password.

Agencies can check their login and password on the following HUD site: https://www11.hud.gov/ARM/ARM?WSDL. Note that HUD periodically changes agency passwords.

This page also has the "Select Clients That Were" dropdown, where an agency can decide if the cases it reports are those that were: Opened During the Timeframe, Closed During the Timeframe, Opened During the Timeframe and Currently Closed, or Was Open At Any Point In The Timeframe.

Review Cases to be Reported

Administrators should click on Show Filters and select a Report Period on this page to see the list of cases that will be transmitted to HUD.

The Valid column in the list will indicate with "Yes" or "No" if the data for each case meets HUD requirements. Clicking on Yes or No will display a form with the case's relevant HUD fields.

The list of cases can also be filtered by Legal Problem Code, Funding Code, and other fields if needed when reviewing cases. However, only the Report Period filter applies to the cases to be transmitted to HUD, so the other filters should be reset to "All" for a final review of the cases that will be transmitted to HUD.

Review Form 9902

 After selecting a Report Period and clicking the "Review for this Period" button, data from the HUD Eligible cases for that period will be compiled and display the Form 9902 data that will be reported.

Transmit Data to HUD

This page displays the Report Period period selector and a Continue button.

The page also displays a list of previous "runs", whether the data was valid, and whether it was transmitted successfully. Each attempted submission has a "Review" link that displays the Review Transmission page.

To start a new submission process, select a Report Period at the top of the page and click the Continue button. This will display the Review Transmission page, which provides an overview of whether the data will meet HUD requirements, including the agency level data and client level data. If an area of data such as the agency information or counselor information does not meet the requirements, it will be labeled with a red "No" and provide a "See Why" link to the page where that information can be corrected.

If all data will validate, the Review Transmission page will display a "View the submission in XLS format" link. Clicking that link generates a file in XLS format that can be viewed and saved on the user's computer. The Review Transmission page will also display a list of counselors that will be reported. Each name has a checkbox that can be unchecked to prevent submitting data for that counselor.

The final element on the Review Transmission page is a "Run Validation" button. Clicking that button will display a page listing any validation errors, or a page indicating submission was successful and will display the HUD Submission ID which agencies can save for their records.