HUD ARM Electronic Reporting
Purpose: Allows recording data need for reporting to HUD and electronically submitting that data in the format required by HUD.
Cost: $4,200.00, plus an additional $150/month added to your site's maintenance fees.
Agency Counselors
The Agency Counselors 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.
Note: HUD Counselor ID is not required. However, only cases assigned to Certified Counselors will be pulled for the report. Only those counselors with a HUD Counselor ID are considered “Certified” for the report.
Agency Data
The Agency Data 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 Defaults
This page lists one Agency default that can be set: “Indicator of whether or not case/matter is to be reported on 9902”. This allows you to set a default value for whether the case should be reported to HUD.
HUD Settings
The Admin / HUD Settings page allows the agency to enter its HUD Login and Password.
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 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. 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 the Number of Agency Contacts, the Number of Counselors for the period, and the Number of cases for the period.
If all data validates, 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. It will also display a “Send Data to HUD” button.
If the data does not validate, you will see a list of error messages. The message asks you to submit the errors to LegalServer, however you can determine where the errors exist based on which XML is invalid. You should try looking at the data again to verify everything is correct before sending it to LegalServer.