Voucher Management System (VMS) User Manual PDF
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2012
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This document is a user manual for the Voucher Management System (VMS), release 8.1.0.0, from the U.S. Department of Housing and Urban Development. It details procedures for PHA users to access, manage, and submit monthly program data. The manual covers various aspects of the system, including logging in, data entry, validation, and report generation.
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Voucher Management System (VMS) Release 8.1.0.0 U.S. Department of Housing and Urban Development July 27, 2012 Voucher Management Systems (VMS) User Manual TABLE...
Voucher Management System (VMS) Release 8.1.0.0 U.S. Department of Housing and Urban Development July 27, 2012 Voucher Management Systems (VMS) User Manual TABLE OF CONTENTS Page # 1.0 GENERAL INFORMATION......................................................................................................................... 2 1.1 System Overview........................................................................................................................................ 2 1.2 Technical Support.................................................................................................................................. 2 1.3 Organization of the Manual........................................................................................................................ 2 1.4 Contingencies and Alternate Modes of Operation........................................................................................... 3 2.0 GETTING STARTED..................................................................................................................................... 5 2.1 Logging into VMS...................................................................................................................................... 5 2.2 System Menu.............................................................................................................................................. 9 2.3 Changing User ID and Password.............................................................................................................. 10 2.4 Exiting VMS and Logging Out................................................................................................................. 11 2.4.1 Exiting VMS.............................................................................................................................. 11 2.4.2 Logging Out of WASS System.................................................................................................. 11 3.0 USING THE VMS SYSTEM (PHA USER)................................................................................................ 14 3.1 Manage PHA Data.................................................................................................................................... 15 3.2 Navigate to Desired Monthly Submission................................................................................................ 15 3.2.1 PHA List of Submissions................................................................................................................ 16 3.2.2 View List of All Submissions......................................................................................................... 18 3.3 Enter, Modify, View Data........................................................................................................................ 20 3.3.1 Select the data entry tab you want................................................................................................... 20 3.3.2 Key Data into Fields....................................................................................................................... 23 3.3.3 Question Marks Provide Help......................................................................................................... 24 3.3.4 Required Fields............................................................................................................................... 24 3.3.5 Save Data........................................................................................................................................ 24 3.3.6 Reset Button.................................................................................................................................... 25 3.4 Validate Data............................................................................................................................................ 26 3.4.1 Fields Subject to Cross Validation.................................................................................................. 29 3.4.2 Hard Edit Error Messages............................................................................................................... 29 3.5 Point-of-Contact Pre-Population and Email Feature................................................................................ 46 3.6 Submit Monthly Data............................................................................................................................... 49 3.7 Print Monthly Submission........................................................................................................................ 52 3.7.1 Individual Tab Prints....................................................................................................................... 52 3.7.2 Individual Submission Print............................................................................................................ 53 3.7.3 Multiple Submissions Report.......................................................................................................... 55 3.7.4 Submission Status PDF Report....................................................................................................... 56 4.0 PRIOR MONTH CORRECTIONS............................................................................................................... 58 4.1 Entering the Correction............................................................................................................................ 58 4.1.1 PMC Data Entry Form.................................................................................................................... 59 4.1.2 Status Checking.............................................................................................................................. 64 5.0 VIEW AND REVIEW PHA SUBMISSION (HUD User)............................................................................ 67 5.1 View PHA Data Tabs............................................................................................................................... 67 5.2 Review and Approve Pending Hard Edits................................................................................................ 73 5.3 Review and Approve Prior Month Corrections........................................................................................ 77 5.3.1 PMC Approval by PHA.................................................................................................................. 77 5.3.2 PMC Approval by FA..................................................................................................................... 79 5.3.3 PMC Approval / Disapproval Screen.............................................................................................. 81 5.3.4 PMC Approval / Disapproval Email to PHA.................................................................................. 82 5.3.5 PMC Daily Pending Report via Email............................................................................................ 82 6.0 Executive Summary...................................................................................................................................... 85 6.1 PHA Summary.......................................................................................................................................... 85 Page i Voucher Management Systems (VMS) User Manual 6.1.1 Allocations and Balance.................................................................................................................. 86 6.1.2 Recap Worksheet............................................................................................................................ 87 6.1.3 Utilization Graphs........................................................................................................................... 88 6.2 National/Regional/State/FO Executive Summary.................................................................................... 89 7.0 GENERATE REPORTS........................................................................................................................................ 92 7.1 VMS Non Submitter Report..................................................................................................................... 93 7.2 VMS Data Collection Report.................................................................................................................... 95 7.3 VMS Leasing and Unit Expense Report (Inactive).................................................................................. 98 7.4 VMS FASS – PHA Data Comparison Report........................................................................................ 101 7.5 VMS Hard Edit Report (for FA)............................................................................................................. 104 7.6 VMS PMC Status Report by FA............................................................................................................ 108 7.7 VMS PMC Status Report by FMC Division.......................................................................................... 112 7.8 VMS PMC FMC Status Report.............................................................................................................. 116 8.0 APPENDICES................................................................................................................................................. 1 8.1 APPENDIX A: FORM HUD 52681-B FIELD DEFINITIONS................................................................ 1 8.1 APPENDIX B: HARD EDIT ERROR MESSAGES.............................................................................. 27 8.2 APPENDIX C: USER ACCESS LEVELS.............................................................................................. 29 Page i 1.0 GENERAL INFORMATION Page 1 Voucher Management Systems (VMS) User Manual 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 system‟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 program data by the PHAs which in turn, makes the data accessible to users in PIH-REAC, FMD, FMC, Field Offices (FO), and Headquarters (HQ). Currently, users can generate and print or download PHA monthly 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. 1.2 Technical Support For assistance accessing the WASS system, password reset, or unlocking user ID, please contact: Technical Assistance Center Toll Free – 1-888-245-4860 Fax – 202-485-0280 Email at [email protected] Data entry questions: Please contact your Financial Analyst at the Financial Management Center Or James D. Garner VMS Business Manager/Technical Expert Housing Choice Voucher Program – Kansas City [email protected] 1.3 Organization of the Manual This manual has been organized to familiarize the reader with the Voucher Management System. It introduces each step in the use of VMS for the user. It is organized logically from Registration, Login/Logoff procedures, Navigating to the desired screens, PHA entry, validation and submission of HCV Voucher related data, Correction of prior month submissions, (HUD Page 2 Voucher Management Systems (VMS) User Manual User) review and approval of pending Hard Edits, Generating reports and prints. For a summary outline of this organization, review the Table of Contents. Note: Some of the screen prints in this manual are quite detailed. In order to better see the “fine print” you can expand the size of the page using the Zoom controls located on the top bar of the display. 1.4 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.. Page 3 Voucher Management Systems (VMS) User Manual 2.0 GETTING STARTED Page 4 Voucher Management Systems (VMS) User Manual 2.0 GETTING STARTED This section provides a general walkthrough of the system from initiation through exit, to enable the user to understand the sequence and flow of the system. 2.1 Logging into VMS To access and use VMS, you must be a HUD employee or a qualified PHA employee with a valid User ID and password. User authentication is handled by the Web Access Security System (WASS) using Role-Based Access Control (RBAC). You must follow WASS requirements in order to obtain a user-ID and password. Once you have your User ID and Password you will be able to log into the system. 2.1.1 PHA Users: 2.1.1.1 From the HUD.GOV homepage at http://www.hud.gov/offices/reac/online/reasyst.cfm (which you should have bookmarked), and click on the “Login here” link. HUD On-line Internet Home Page NOTE: It is recommended that you “bookmark” this page to easily access it in the future. To “bookmark” the page, simply “right-click” the “Login here” link and select “Add to Favorites…” from the pop-up menu. Page 5 Voucher Management Systems (VMS) User Manual 2.1.2 HUD Users Log into VMS: 2.1.2.1 From the HUD homepage at http://hudatwork.hud.gov/po/reac/home/accessreac.cfm, click “Log in” link. HUD at work Online Login Screen 2.1.3 All users from this point on: 2.1.3.1 The User Login page displays. Enter the User ID and Password, and click on the “Login” button. WASS – User Login Screen Page 6 Voucher Management Systems (VMS) User Manual 2.1.3.2 The “Rules of Behavior for HUD Systems” page displays once you are logged in. (This page will display only for first time login and once a year). WASS Rules of Behavior Screen Read the “Rules of Behavior for HUD Systems”, and click on the “Accept” button at the bottom of the page. Page 7 Voucher Management Systems (VMS) User Manual 2.1.3.3 The “Legal Warning” page displays. Read the warnings, and then click the “Accept” button at the bottom of the page. WASS Legal Warning Screen 2.1.3.4 The Secure Systems Main Menu displays. Click the “Voucher Management System (VMS)” link. WASS Main Menu Screen Page 8 Voucher Management Systems (VMS) User Manual 2.1.3.5 The VMS home page displays. VMS Home Page NOTE: Depending on the access you have been granted in the Secure Systems and VMS, the Main Menus displayed on your screen may differ from the ones that are presented here. These screenshots displayed above may not necessarily reflect what you will actually see on the screen. 2.2 System Menu The first VMS System page you see is the Home Page. From here you can select the following options: Page 9 Voucher Management Systems (VMS) User Manual 2.3 Changing User ID and Password 2.3.1 Go to the PIH-REAC homepage http://www.hud.gov/offices/reac/online/reasyst.cfm. REAC Internet Homepage 2.3.2 CLICK PASSWORD RESET. The „Password Reset‟ page appears. (see below) Secure Systems Password Reset Screen Page 10 Voucher Management Systems (VMS) User Manual 2.3.4 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. 2.4 Exiting VMS and Logging Out This section outlines the procedures for exiting VMS and logging out. 2.4.1 Exiting VMS 2.4.1.1 Make sure that you have saved or submitted the necessary information. 2.4.1.2 CLICK the Exit VMS link on the left side of the page. The „Secure Systems Main Menu‟ page will appear. 2.4.1.3 If you have un-submitted data you will be prompted with the following message: Exit Confirmation Screen 2.4.1.4 CLICK Exit to continue exit without submitting data. You will be taken to the Main Menu 2.4.1.5 Or CLICK Submit PHA to go to the data that needs to be submitted. 2.4.2 Logging Out of WASS System Page 11 Voucher Management Systems (VMS) User Manual 2.4.2.1 Make sure that you have saved or submitted the necessary information. 2.4.2.2 Click the Secure Systems on the left side of the page. The Secure Systems Main Menu page will appear 2.4.2.3 Click Logout at the top-right corner of the page. A message appears asking you to close all browser windows 2.4.2.4 Click OK. The „Logged Out‟ page appears. Log Out Popup Window 2.4.2.5 Close the browser window to exit REAC Online Systems. Page 12 Voucher Management Systems (VMS) User Manual 3.0 USING THE VMS SYSTEM Page 13 Voucher Management Systems (VMS) User Manual 3.0 USING THE VMS SYSTEM (PHA USER) Log onto VMS Manage PHA Data Generate Reports Enter PHA Data Exit VMS Navigate to Desired PHA Monthly Submission Data Entry Form (Form 52681-B) Generate Executive Enter, Modify, Validate, View Submit Monthly PHA Summary Report Monthly Submission Data Data Voucher UML and Other Income and Additional Expense Disaster UML and PHA Contact HAP Expense and Comments HAP Information Enter/Modify Data Validate Data Save Data Cancel Changes System Workflow Diagram Page 14 Voucher Management Systems (VMS) User Manual 3.1 Manage PHA Data This link is generally accessed by PHA users. Users in the housing choice voucher program and are required to maintain financial reports in accordance with accepted accounting standards in order to permit timely and effective audits. The financial records identify the amount of annual contributions that are received and disbursed by the PHA. The Voucher for Payment of Annual Contribution and Operating Statement, Form HUD 52681-B, is used by HUD to approve actual PHA program expenses for the PHA Fiscal year, and is the basis for reviewing PHA financial estimates for the subsequent fiscal year. This form is also used in conjunction with the Disaster Information System to complete the settlement processed when a Disaster Program has terminated. PHAs are advised not to wait until the final day of the collection period to submit their data. Doing so may result in a delayed transmission of the data to HUD that could impact a PHA‟s funding. Failure to submit the data results in a PHA being sanctioned as a non-submitter. Incomplete submission and/or non-submissions could also affect the PHA‟s future years funding. PHAs need to follow the submission timeframes established by the Financial Management Center on the submission periods. 3.2 Navigate to Desired Monthly Submission Click on “Enter PHA Data Tabs” link under the heading “Manage PHA Data” located on the left side navigational menu of the VMS Home Page. VMS Home Screen NOTE: Depending on the number of agencies you have associated with your User ID, you will see one of the two following screens. Single PHA users use the next screen, where multiple users will see the screen with the Enter PHA Code and Select PHA State A user with multiple PHA Codes either enters the PHA code directly in the first box, or selects the state code from the drop-down menu, then selects the PHA name from the next drop down menu, and then clicks “Go”. Page 15 Voucher Management Systems (VMS) User Manual Users with Multiple PHA assignment, selection screen PHA Selection from State Code Screen 3.2.1 PHA List of Submissions The PHA List of Submissions page below serves as the home page for the selected PHA. The top section of the page will display information about the PHA, while the bottom section contains links to the data entry pages for each month listed. Page 16 Voucher Management Systems (VMS) User Manual PHA Home Screen – List of Submissions The List of Submissions maintained by the reporting months in descending order, with the latest Month always at the top of the screen, and previous months follow in chronological order. The “List of Submissions” contains: 3.2.1.1 Month – Identifies the submission period and contains the monthly links used to enter or modify PHA information. 3.2.1.2 Status – Displays the current status of the current monthly submission, and each prior month submission. List of the types of status‟ are as follows: Not Entered Saved Revised Pending Hard Edits Submitted Hard Edit Approved Hard Edit Disapproved PMC Submitted 3.2.1.3 Last Updated by – Identifies the individual who made the last change to any of the monthly documents with the last date the monthly information was modified. Page 17 Voucher Management Systems (VMS) User Manual 3.2.2 View List of All Submissions A link at the bottom of the List of Submissions page allows the user to view historical data submitted beyond the current and past two fiscal years. In order to view the historical data click the “View All Submissions” link at the bottom of the List of Submissions page. Bottom of VMS List of Submission Screen The system will redisplay a “List of Submissions” showing all prior months and their current status. Bottom of VMS List of Submission Screen To remove the historical information and return to the original PHA Home screen, click on the “Return to Original Results” link. Page 18 Voucher Management Systems (VMS) User Manual 3.2.3 Select the desired Month/Year to display The data entry form, Form 52681-B.for the PHA and month will display. Note that the Month has a “Not Entered” status when the PHA has never entered data for that month. NOTE: The PHA will not be allowed to enter data for the current month if any previous month has been revised and has not been re-submitted and approved by HUD if required. Submissions with the following status “Pending Hard Edit”, “Saved”, and “Revised” are considered incomplete submissions. VMS Initial Data Entry Screen Page 19 Voucher Management Systems (VMS) User Manual 3.3 Enter, Modify, View Data NOTE: HAP expenses should be entered under the month in which they are incurred or applicable to, rather than under the month in which they are paid. NOTE: You may view and print completed submissions (Status of Submitted, Pending Hard Edit, Hard Edit Approved), but you are not allowed to alter them. You must use the Prior Month Correction (PMC) process to alter them. 3.3.1 Select the data entry tab you want For ease of data entry, and to improve accuracy of reported information, HUD has divided the data entry document, Form 52681-B, into tabular format. “Voucher UML & HAP” is the default display, as shown above. To access the other sections, just click on the appropriate tab button at the top of the tabular screen. The five main data entry screens are as follows: Voucher UML and HAP Other Income and Expense Additional Expense / Comments Disaster UML and HAP PHA Contact Information (The remaining tabs are not for data entry and will be discussed in later sections) Submission (Section 3.6) Executive Summary (Section 6.0) The other data entry tabs are displayed below: Page 20 Voucher Management Systems (VMS) User Manual Other Income and Expense Tab Page 21 Voucher Management Systems (VMS) User Manual Additional Expense / Comments Tab Disaster UML and HAP Tab Page 22 Voucher Management Systems (VMS) User Manual PHA Contact Information Tab 3.3.2 Key Data into Fields Enter data into each appropriate field of the tab. You may navigate from field to field using the Tab key on your keyboard, or by positioning your cursor in the white box of the field. Some fields are shown as gray. These will be calculated or provided by the system, and are not data entry fields. Example VMS Data Entry Fields Page 23 Voucher Management Systems (VMS) User Manual 3.3.3 Question Marks Provide Help Next to each editable field is a red Question Mark (?) in a yellow circle. If you click on the question mark, an explanation of the field will appear, as shown below. Example VMS Popup Window 3.3.4 Required Fields What fields are required will vary depending on the programs your PHA participates in. A rule of thumb is that if your organization participates in a program, then the UML and HAP fields for that program are required, even if you have to place a zero in the field. Likewise, if you do not participate in that program, entering data in the field will result in an error message. 3.3.5 Save Data You may save your data at any time by clicking on the “Save” button at the bottom of the tab. You should always save it before continuing on to a different tab. When you save the data, the validation logic is automatically triggered. If any errors are found, the data is not saved, a blue warning window is displayed, and error messages in red appear below the erroneous fields, as shown in the example below. Page 24 Voucher Management Systems (VMS) User Manual VMS Sample Error Message Popup Window You must correct the fields with error messages before any of the data on the tab will be saved. If you sign out of the session before correcting the erroneous fields, all of the data you keyed on that tab will be lost. If no errors were found when you clicked the “Save” button, you will receive a message telling you that the tab was successfully saved. Sample VMS System Message – Save Successful 3.3.6 Reset Button Every data entry Tab has a “Reset” button. Pressing this button will cause all the data you have entered since the last “Save” to be reset to the way the tab looked before the last “Save”. If you haven‟t yet saved any data, the screen will be reset to all blanks. Page 25 Voucher Management Systems (VMS) User Manual 3.4 Validate Data Once the data has been entered completely for a tab, click the “Validate” key at the bottom of screen to check for data entry errors. VMS Data entry screen – Validation Button The Validate Data function is crucial to the integrity of the data entered by the user prior to submitting to the database. VMS verifies the apparent validity of the data via a series of steps, first checking for proper format, second comparing the amounts fall within “reasonable” ranges, then where possible comparing related fields to insure completeness and consistency against a list of business rules. Where inaccuracies are found, the system will generate error messages. After the Validation step, if the data passed all the validation steps, messages will appear telling you that the data is valid and reminding you to save the data. Page 26 Voucher Management Systems (VMS) User Manual VMS System Message – Tab is valid and can be saved If any of the entered data items fail validation, the following System Message will be displayed at the top of the form warning you that there may be errors with the entered data. Explanatory messages will appear under the erroneous fields. VMS System Message – Cross-Validation Error Message VMS System Message – Cross-Validation Error Message Page 27 Voucher Management Systems (VMS) User Manual Above are examples of errors found during the cross validation comparison of fields. For every UML field that has a corresponding HAP field, if one contains an amount, they must both contain amounts. Below are examples of errors found during the simple alphanumeric checking, and the Hard Edit Error checking. VMS System Message – Data Entry Error Message Above is an example of a simple error message. Below is an example of a Hard Edit error. VMS System Message – Hard Edit Error Message The order in which the fields are validated is as follows: First, a simple check to make sure the field is present if mandatory, and is numeric (for a numeric field), with no special characters embedded. Second, a check for Hard Edits, against the Hard Edit criteria listed below in this section, Third, a cross validation check, if two fields must accompany each other, such as Litigation and Litigation HAP, which must both be present if one of the fields is present. If a field fails all three types of validation checks, only the first type of error will appear. When this error is corrected, if the field still fails the other two types, only the second type of error will appear. If the field fails the third type of validation once the second type is corrected, only then will the third, cross-validation error appear. Page 28 Voucher Management Systems (VMS) User Manual 3.4.1 Fields Subject to Cross Validation Every UML field with a corresponding HAP field is subject to Cross Validation error checking, and vice versa. If an amount is present in one of the fields, an amount must also be present in the corresponding field. The fields subject to Cross Validation Error Checking are listed below: Litigation Litigation HAP 1 Year Mainstream 1 Year Mainstream HAP Homeownership Homeownership HAP Moving to Work Moving to Work HAP Family Unification Family Unification HAP Portable Vouchers Paid Portable Vouchers Paid HAP HOPE VI HOPE VI HAP Tenant Protection Tenant Protection HAP Veteran‟s Affair Supported Veterans Affair Supported Housing (VASH) Voucher Housing (VASH) HAP DHAP to HCV Vouchers DHAP to HCV Vouchers Leased Leased HAP All Other Vouchers All Other Vouchers HAP Portable Units Administered Portable Units Administered HAP 5 Year Mainstream 5 Year Mainstream HAP DVP Families Assisted DVP Families Assisted HAP DVP Homeless Families Assisted DVP Homeless Families Assisted HAP DHAP Families Assisted DHAP Families Assisted HAP DHAP-IKE Families Assisted DHAP-IKE Families Assisted HAP Disaster Portable Units Total HAP for Disaster Portable Administered Units Administered 3.4.2 Hard Edit Error Messages NOTE: During the validation process, data entered is validated against specific business rules associated with hard edits. The system prevents the user from submitting data that fails to meet the business rules. Data that fails a hard edit is not necessarily incorrect – the data may fall outside reasonable ranges. The PHA can either correct the data, or explain it. If you opt to explain it, you will be able to submit data with a status of “Pending Hard Edit”. To complete this submission, approval by the PHA’s Financial Analyst is required. The Financial Analyst can generate a report of submissions containing Hard Edit explanations. The Financial Analyst must review and either approve or disapprove the submission. The following fields of the monthly UML data will be compared to the ACC unit data. If the entered data fails the criteria for hard edits, an error message will display and you will need to make the correction OR enter a comment from the drop-down box or a personalized comment to explain why the data is correct as submitted. The following displays each of the hard edits under the Units section. Page 29 Voucher Management Systems (VMS) User Manual Moving to Work– Error HE001 will display if the PHA has units or dollars contracted under the Moving to Work program option (is operating under a MTW agreement), and the PHA has failed to report in this section Moving To Work– Error HE001 Moving to Work HAP– Error HE012 will display if the PHA has units or dollars contracted under the Moving to Work program option (is operating under a MTW agreement), and the PHA has failed to report in this section Moving to Work HAP– Error HE012 Page 30 Voucher Management Systems (VMS) User Manual Moving To Work– Error HE002will display if the PHA does not have a MTW program and the PHA has reported MTW leasing in this section Moving To Work– Error HE002 Note: If the value of the Moving to Work field is not empty, the PHA user will not be allowed to choose the "No Units Leased" option from the drop down Moving to Work HAP– Error HE013 will display if the PHA does not have a MTW program and the PHA has reported MTW HAP expenses in this section. Moving to Work HAP– Error HE013 Note: If the value of the Moving to Work HAP field is not empty, the PHA user will not be allowed to choose the "No Units Leased" option from the drop down Page 31 Voucher Management Systems (VMS) User Manual Family Unification- Error HE028 will display if the PHA has received an increment under the Family Unification program, and the PHA has failed to report in this section Family Unification- Error HE028 Family Unification HAP– Error HE014 will display if the PHA has or ever had received an increment under the Family Unification program, and the PHA has failed to report in this section Family Unification HAP– Error HE014 Page 32 Voucher Management Systems (VMS) User Manual Family Unification- Error HE029 will display if the PHA has never received a Family Unification program increment and the PHA has reported Family Unification leasing in this section. Family Unification- Error HE029 Note: If the value of the Family Unification field is not empty, the PHA user will not be allowed to choose the "No Units Leased" option from the drop down Family Unification HAP– Error HE015 will display if the PHA has never received a Family Unification program increment and the PHA has reported Family Unification HAP expenses in this section. Family Unification HAP– Error HE015 Page 33 Voucher Management Systems (VMS) User Manual Tenant Protection – Error HE003 will display if the PHA has received a tenant protection increment and the PHA has not reported tenant protection leasing Tenant Protection – Error HE003 Tenant Protection – Error HE004 will display if the PHA has not been awarded a tenant protection increment and the PHA has reported TP leasing in this section. Tenant Protection – Error HE004 Note: If the value of the Tenant Protection field is not empty, the PHA user will not be allowed to choose the "TP units received but not yet leased" option from the drop down Page 34 Voucher Management Systems (VMS) User Manual Tenant Protection HAP- Error HE016 will display if the PHA has received a tenant protection increment and the PHA has not reported tenant protection HAP costs Tenant Protection HAP- Error HE016 Tenant Protection HAP- Error HE017 will display if the PHA has not been awarded a tenant protection increment and the PHA has reported TP HAP costs in this section. Tenant Protection HAP- Error HE017 Note: If the value of the Tenant Protection field HAP is not empty, the PHA user will not be allowed to choose the "TP units received but not yet leased" option from the drop down Page 35 Voucher Management Systems (VMS) User Manual Enhanced Vouchers – Error HE005 will display if the PHA tries to report more Enhanced Vouchers than the number of Tenant Protection units reported; an error will also occur if the PHA has not been awarded a tenant protection increment and the PHA has reported in this section. Note that a PHA may have a tenant protection increment that did not assist any tenants eligible for enhanced vouchers. Enhanced Vouchers – Error HE005 Page 36 Voucher Management Systems (VMS) User Manual Veterans Affairs Supportive Housing (VASH) - Error HE006 will display if the PHA has received a VASH increment in FFY 2008 or later, and has not reported VASH leasing costs Veterans Affairs Supportive Housing (VASH) - Error HE006 Veterans Affairs Supportive Housing (VASH) - Error HE007 will display if the PHA has not been awarded a VASH increment and the PHA has reported VASH leasing in this section. Veterans Affairs Supportive Housing (VASH) - Error HE007 Note: If the value of the Veterans Affairs Supportive Housing (VASH) field is not empty, the PHA user will not be allowed to choose the “VASH HAP units received but not yet leased" option from the drop down Page 37 Voucher Management Systems (VMS) User Manual Veterans Affairs Supportive Housing (VASH) HAP- Error HE018 will display if the PHA has received a VASH increment in FFY 2008 or later, and has not reported VASH HAP costs Veterans Affairs Supportive Housing (VASH) HAP- Error HE018 Veterans Affairs Supportive Housing (VASH) HAP- Error HE019 will display if the PHA has not been awarded a VASH increment and the PHA has reported VASH HAP costs in this section. Veterans Affairs Supportive Housing (VASH) HAP- Error HE019 Note: If the value of the Veterans Affairs Supportive Housing (VASH) HAP field is not empty, the PHA user will not be allowed to choose the “VASH HAP units received but not yet leased" option from the drop down Page 38 Voucher Management Systems (VMS) User Manual DHAP to HCV Vouchers Leased - Error HE030 will display if the PHA has units or dollars contracted under the DHAP to HCV program and the PHA has failed to report vouchers in this section. DHAP to HCV Vouchers Leased - Error HE030 DHAP to HCV Vouchers Leased - Error HE031 will display if the PHA does not have a DHAP to HCV program and the PHA has reported vouchers in this section DHAP to HCV Vouchers Leased - Error HE031 DHAP to HCV Vouchers HAP ErrorHE032 will display if the PHA has units or dollars contracted under the DHAP to HCV program and the PHA has failed to report costs in this section DHAP to HCV Vouchers Leased - Error HE032 Page 39 Voucher Management Systems (VMS) User Manual DHAP to HCV Vouchers HAP - ErrorHE033 will display if the PHA has reported DHAP to HCV Voucher HAP costs, but the PHA does not have a DHAP to HCV program. DHAP to HCV Vouchers Leased - Error HE033 Total Vouchers- Error HE008 displays if Voucher Utilization is not within a standard range calculated from prior periods in the last 12 months. Total Vouchers - Error HE008 Page 40 Voucher Management Systems (VMS) User Manual Total Vouchers - Error HE009 The system validates the VMS monthly UML total data to the reported monthly UML data for the increase as well as decrease within the reporting cycle plus the previous 12 months. If the change in voucher utilization is greater or less than the expected range, Error HE009 will display and the user will need to make the correction OR enter a comment from the drop-down box or a personalized comment to explain why the data is correct as is. Total Vouchers--- Error HE009 Total HAP Amount - Error HE020 displays when total HAP expenses is not within a reasonable range. The system validates the VMS monthly HAP total data to the reported monthly HAP data within the reporting cycle plus the previous 12 months. If the entered data fails the edits criteria for the hard edits, Error HE020(HAP Total) will display and the user will need to make the correction OR enter a comment from the drop-down box or a personalized comment to explain why the data is correct as is. Total HAP Amount - Error HE020 Page 41 Voucher Management Systems (VMS) User Manual Total HAP Amount - Error HE021 The system validates the VMS monthly HA total data to the reported monthly HAP data for the increase as well as decrease within the reporting cycle plus the previous 12 months. If the change in Budget Authority utilization from the prior periods in the previous 12 months is greater or less than expected, Error HE021 will display and the user will need to make the correction OR select one of the options from the drop-down box and for other enter comment to explain why the data is correct as is. Total HAP Amount - Error HE021 5 Year Mainstream - Error HE010 will display if the PHA has units or dollars contracted under the 5 Year Mainstream program, and the PHA has failed to report in this section. 5 Year Mainstream- Error HE010 Page 42 Voucher Management Systems (VMS) User Manual 5 Year Mainstream - Error HE011 will display if the PHA does not have a 5 Year Mainstream program and the PHA has reported 5 Year Mainstream leasing in this section. 5 Year Mainstream - Error HE011 Note: If the value of the 5 Year Mainstream field is not empty, the PHA user will not be allowed to choose the "No Units Leased" option from the drop down Note: Note:VMS VMSwill willallow allow5 5yryrMainstream Mainstreamagencies agenciestotohave havenonoentry entryininthe theTotal TotalVoucher Voucherand andTotal Total HAP fields HAP fields 5 Year Mainstream HAP - Error HE022 will display if the PHA has units or dollars contracted under the 5 Year Mainstream program, and the PHA has failed to report in this section 5 Year Mainstream HAP - Error HE022 Page 43 Voucher Management Systems (VMS) User Manual 5 Year Mainstream HAP - Error HE023 will display if the PHA does not have a 5 Year Mainstream program and the PHA has reported 5 Year Mainstream HAP costs in this section. 5 Year Mainstream HAP - Error HE023 5 Year Mainstream HAP - Error HE024 will display if the 5 Year Mainstream HAP data is not wiithin the standard range. If your reason is “Other”, you must enter further explanation in the comment box. 5 Year Mainstream HAP---Error HE024 Note: If the value of the 5 Year Mainstream HAP is not empty, the PHA user will not be allowed to choose the "No Units Leased" option from the drop down Page 44 Voucher Management Systems (VMS) User Manual All Voucher HAP Expenses after the First of Month--- Error HE025 will display if the PHA tries to report Mid-Month expenses that exceed 5% of the first of the month costs All Voucher HAP Expenses after the First of Month--- Error HE025 The system validates the VMS Family Self Sufficiency (FSS) Coordinator Expenses Covered by FSS Grant data to the HUDCAPS available funding data. If the entered data fails the edits criteria for the hard edits, an error message will display and the user will need to make the correction OR enter a comment from the drop-down box or a personalized comment to explain why the data is correct as is. The following displays the hard edits under the FSS Coordinator Expenses section: (FSS) Coordinator Expenses Covered by FSS Grant – Error HE026 will display when expenses covered by FSS Grant are not reported and funding is available. (FSS) Coordinator Expenses Covered by FSS Grant – Error HE026 NOTE: If the value of the (FSS) Coordinator Expenses Covered by FSS Grant field is not empty, the PHA user will not be allowed to choose the "FSS program not yet implemented" option from the drop down Page 45 Voucher Management Systems (VMS) User Manual (FSS) Coordinator Expenses Covered by FSS Grant --Error HE027 will display if FSS expenses covered by FSS Grant are reported and there is no available funding (FSS) Coordinator Expenses Covered by FSS Grant --Error HE027 3.5 Point-of-Contact Pre-Population and Email Feature The PHA Information Tab differs from the other data entry tabs in two significant ways: 1. Much of the data on this Tab is pre-populated. Initial HA information is supplied from the PIC database. PHA Contact Information is initially entered by the PHA user. Once PHA Contact Information has been entered, it will stay, pre-populating the fields of this Tab for new submissions until someone enters different information in the fields. 2. There are hyperlinks in the Program Area FMC and Program Area Field Office sections of the Tab which help the user to draft and send an email to the FMC FA or Field Office point of contact The notations on the example screen below explain where the data comes from for pre- populated fields. The PHA contact information can be changed by the PHA user. Once changed, the data will remain and continue to re-populate the fields for subsequent months. Page 46 Voucher Management Systems (VMS) User Manual Pre-populated Point of Contact Fields And Hyperlinks When you click on the Point of Contact FMC hyperlink, the following screen appears: (A similar screen appears for the Point of Contact Field Office hyperlink) Page 47 Voucher Management Systems (VMS) User Manual FMC Point of Contact Email Page This allows the PHA user to draft an Email to the FMC Point of Contact (POC) and have it sent. The FMC POC User-ID is pre-populated. The sender fills in the rest. The buttons at the bottom of the page are: Back: returns to the PHA Information Tab Reset: erases all data entered by the sender Submit: checks the message for errors. If no errors, the message is displayed for review: Email message Review Page Page 48 Voucher Management Systems (VMS) User Manual The user can click “Send Email” to send the message, or click “Back” to return to the previous page. 3.6 Submit Monthly Data After the data has been entered into the VMS system and everyone concerned is satisfied that data it is correct, you will need to submit the Monthly Voucher Data by opening the “Submission” tab and clicking the “Submit” button. Navigate to the desired month‟s 52681-B form as described in the Manage PHA Data Section 4.1. Then click on the “Submission” tab button at the top, a two-part Submission tab will appear, displaying Validation History and Submission History. VMS Submissions Tab Click on the “Submit” button at the bottom of the screen and the following screen will display: VMS Submissions Screen Page 49 Voucher Management Systems (VMS) User Manual Press the “Submit” button on this screen. The system will display a blue window requesting that you certify that the submission data it is true, correct, and complete, and that it does not contain as an expense Portability payments from another Housing Authority. VMS Certification Message Screen By clicking on the “OK” button, you are certifying the accuracy of the monthly submission. If you are not sure the document is ready to be submitted, click on the “Cancel” button, and you will be returned to the previous screen. If you pressed the “OK” button, and if your Monthly Submission passes a final validation check, the following screen will display. At the top will be a System Messages window with a message stating that the submission process is complete, and that the Voucher data was successfully submitted. VMS System Message – Submission completed Press the “Continue” button to return to the List of Submissions page. You may press the “Print Format” button if you wish to print the submission data, after you have received the window confirming that your submission was successful. If you pressed the “OK” button, and if your Submission did not pass the final validation check, the screen below will display. The System Message at the top alerts you that the submission process was not successful, and instructs you to return to each tabbed page to correct errors and re-validate the page. Page 50 Voucher Management Systems (VMS) User Manual VMS System Message – Validation Error Click on the “Cancel” button. You will be returned to the List of Submissions page. If you discover that the data is incorrect before submitting the month, you can cancel the process. Scroll down to the bottom of the Submit Month page and click the Cancel button. You will be returned to the List of Submissions page. For Hard Edit submissions, the submitted status will be “Pending Hard Edits”. List of Submissions Page If PHA has additional months to submit, they would continue with the Submit Month process until all months have been submitted successfully and display ”Submitted” or “Submitted – Hard Edit Approved” in the status column. NOTE: A PHA will be unable to submit/validate subsequent months’ of data if they have a submission with the status of “Pending Hard Edits” until that “pending” submission is approved by the FMC FA.” NOTE: Once the Month is submitted, the PHA can select another month to enter, edit and submit data available, otherwise the user can log out of VMS (Section 2.4) if finished with the transaction. The PHA can quit the submission process prior to submitting by pressing the cancel button on the Submit Month display screen. Once the cancel button is selected, the system returns the user back to the List of Submissions page showing the cancelled month submission as “Saved” if data was previously saved or “Not Entered” if data was not saved. Page 51 Voucher Management Systems (VMS) User Manual List of Submission Page The PHA should notify the FA when a monthly submission with a “Pending Hard Edit status” is made. The Financial Analyst will then access the PHA‟s submission, approve or disapprove the submission, and trigger the automatic notification to the PHA. APPROVED SUBMISSION: Approval will trigger an „approved email notification‟ to be sent to the PHA. The FA can notify the PHA why the submission was approved by entering comments in the comment field of the Review and Approval page. These comments will be included in the email notification. An approval means the submission for that month is completed. DISAPPROVED SUBMISSION: Disapproval will trigger a „disapproved email notification‟ to be sent to the PHA. The FA can notify the PHA why the submission was disapproved by entering comments in the comment field of the Review and Approval page and this would be included in the email notification. The PHA will have to edit the original submission, resubmit/correct the data, and notify the FA of the resubmission. NOTE: An approval or disapproval on a submission by an FA will trigger an email notification being sent to the PHA. The email notifications are sent from the VMS automated email system which is not monitored for responses. PHA users should not respond to this email notification. Please contact your FA directly if you have questions. The email notification contains the following: PHA Number, PHA Name, Contact Point and Submission Month and Year and will be sent to the Point of Contact email address and CC to the official email address on Form 52681-B 3.7 Print Monthly Submission All PHA users may View/Print Monthly data regardless of whether or not the month has been submitted. The Read-Only HUD users can only View/Print submitted monthly data. There are a number of print options, outlined below: 3.7.1 Individual Tab Prints Each of the 5 data entry tabs has a button at the bottom to print that tab only: The data of the entire Tab will be formatted into a PDF report, which can be saved or printed. Prior to creating the report, the Tab must have first been validated and saved. Below are an example of a Tab print button and the PDF format print of that entire Tab Page 52 Voucher Management Systems (VMS) User Manual VMS Data Input Screen – Print Button PDF Format Report of Voucher UML & Hap Tab 3.7.2 Individual Submission Print To generate a printer friendly version of an individual submission, click on the “Updated Date/Time” link for that submission in the bottom section of the Submission Tab: Page 53 Voucher Management Systems (VMS) User Manual Click on “Updated Date / Time Link Of Submission Tab – Submission History Section A PDF multi-page report of the entire submission will be created. You may save or print this report. Multi-Page PDF Report of a Single Submission Page 54 Voucher Management Systems (VMS) User Manual 3.7.3 Multiple Submissions Report To print multiple submissions reports, click on the check boxes for the desired submissions in the bottom section of the Submissions Tab, and click on the “Print Multiple Submissions” button at the bottom of the tab. Select Check Boxes and Click “Multiple Print” Button Multi Submission PDF Report showing 5 Submissions Page 55 Voucher Management Systems (VMS) User Manual 3.7.4 Submission Status PDF Report You can print the Submission Validation History and Submission Status Tab in the same way that you printed the individual data entry tabs, by clicking on the “Print Screen” button at the bottom of the tab: VMS Submission Page – Print Screen Button PDF Version of Submission Tab Page 56 Voucher Management Systems (VMS) User Manual 4.0 PRIOR MONTH CORRECTIONS Page 57 Voucher Management Systems (VMS) User Manual 4.0 PRIOR MONTH CORRECTIONS If you have one or more corrections to make to prior month submissions, you can link to this function from the VMS Home Page, in order to make one or more field corrections for one reporting period or for multiple reporting periods, at one setting, and to obtain FA approval in an efficient process. You are not allowed to alter submissions with status “Submitted”, “Pending Hard Edit”, “Hard Edit Approved” (completed submission) in any other way than the PMC process. You can only view and print completed submissions via the “Enter PHA Data Tabs” link. PHAs should enter adjustments/revisions as they are discovered to ensure accurate data is available at all times for utilization and budget projection purposes. PHAs should not wait until the end of the year to make corrections. 4.1 Entering the Correction At the VMS Home Page, Select “Prior Month Correction PHA – Data Input” on the left navigation menu: VMS Home Page If you have a single PHA associated with your User ID, you will go directly to first PMC Data Entry screen (4.1.1 below) A user with multiple PHA Codes either enters the desired PHA code directly in the first box, or selects the state code from the drop-down menu, selects the PHA name from the next drop down menu, and then clicks “Go”. Page 58 Voucher Management Systems (VMS) User Manual Users with Multiple PHA assignment, selection screen PHA Selection from State Code Screen 4.1.1 PMC Data Entry Form Initially, the Data Entry screen for Prior Month Corrections allows you to select the Submission to be corrected, by selecting the Year and Month from drop-down lists. If the date you select does not have a completed Submission, you will receive an error message, as displayed in red below. Page 59 Voucher Management Systems (VMS) User Manual When you select the Year/Month for a valid Submission, then the Tab Selection and Field Selection Drop-down menus will be highlighted so that you can select the Field to be corrected and Tab where it is located. When you select a Tab, the Drop-down menu for Field Selection will contain just the fields for that Tab. Once you have selected the field to be corrected, the Data Entry Form will display the Correction fields and a Comment field on the form. If the field to be corrected is anything except a UML/HAP combination, the Form will look like the one below, with New Adjusted Value equal to Old Value, and Difference in New to Old Value field equal to zero. The Old Value and Difference fields cannot be modified. They are generated by the system. The comment field at the bottom, maximum size 256 characters, allows you to describe the purpose of the correction, or leave any significant information, for future reference. Page 60 Voucher Management Systems (VMS) User Manual Modify the value in the New Adjusted Value field. The system will calculate the difference from the Old Value, and place the positive or negative difference in the Difference field. If you select a field that has UML and HAP associated values, the PMC Correction screen will look like this, with both fields displayed and available for correction. Once you have modified the New Adjusted Value in one or both of the displayed fields, the next step is to press the “Validate” button at the bottom of the page. The system will validate just the affected fields. If Hard Edit Error messages were present on the Submission for other fields, they will not be re-validated in this process. If the Validation process produces errors or Hard Edit errors, the error messages will appear under the appropriate field, as shown in the screen below: Page 61 Voucher Management Systems (VMS) User Manual For a Hard Edit Error, just as for a regular Submission, click the appropriate drop-down menu explanation. If "Other" is selected a mandatory explanation is required in the Comment box to further explain the change. For non Hard-Edit errors, such as invalid format or cross-reference errors, the field must be corrected. When corrections and explanations are complete, press the “Validate” button again. If there are no Validation errors, or if all Hard Edit errors have been properly explained, a “Submit” button will appear at the bottom of the page. Click this button to submit the correction. Page 62 Voucher Management Systems (VMS) User Manual If you do not wish to submit, you can do one of the following: Alter one or both of the corrected fields and press the “Validate” field again Press the “Reset” button to return to an initial Data Entry screen Press the “Exit PMC” button to leave PMC entirely and return to the VMS Home Page For “Reset” or “Exit PMC” you will lose all corrections you have made on this screen. When you press “Submit”, the correction is submitted and you will see the following screen: If you press the “Continue” button on the screen, you will return to an initial PMC Data Entry Screen in order to enter a new correction. You may also navigate to any of the selections on the navigation menu to the left of the screen. Note: Most fields are fully replaced by the PMC process. One exception is the Comment field on the Additional Expense / Comments Tab. If you modify this field via PMC, previous comments will be retained, and your comment will be added below them in the (text) field, as show below. Page 63 Voucher Management Systems (VMS) User Manual 4.1.2 Status Checking To see a listing of all pending corrections for your PHA, click on the “Status Checking” link on the left-hand navigation menu of the VMS Home Page. VMS Home Page The following listing will appear, displaying all currently pending corrections, awaiting FA approval. PMC Status – Pending Corrections Each pending correction will include the following fields: The Rec.#, a sequential number of line items within the listing The Record ID, which is composed of several other fields: o PHA number o Year and Month Reporting Period of the Submission that was corrected Page 64 Voucher Management Systems (VMS) User Manual o Date and time that the correction was created / submitted The tab where the corrected field is located The name of the field that was corrected The new adjusted amount The current status of the PMC The listing will be displayed in date/time descending order with the newest entry on top. Page 65 Voucher Management Systems (VMS) User Manual 5.0 VIEW AND REVIEW PHA SUBMISSION (HUD USER) Page 66 Voucher Management Systems (VMS) User Manual 5.0 VIEW AND REVIEW PHA SUBMISSION (HUD USER) When the HUD user logs on to the VMS system to view the submitted PHA data, the Home Page is displayed. There are two options under the „Manage PHA Data‟ side menu: “View PHA Data Tabs” and “Review and Approve Pending Hard Edits Tabs”. VMS Home Page 5.1 View PHA Data Tabs 5.1.1 Single PHA users will automatically navigate to the List of Submissions page. If you have multiple PHAs associated Navigate to the PHA or Select a state code for the desired PHA submission data. If you are authorized to view multiple PHA‟s, the screen below will appear, allowing you to navigate to the desired PHA. Enter the PHA code in the code box or select the appropriate State identifier and press “GO”. VMS PHA Selection Screen – Multiple PHA Assignment If you selected the state option, a second menu will appear with a drop-down list of PHAs within the selected state Page 67 Voucher Management Systems (VMS) User Manual PHA Selection from State Code Select from the drop down menu the appropriate PHA and click on “Go” to access the PHA‟s “List of Submissions” page, as displayed below. VMS List of Submissions Page 5.1.2 The List of Submissions page lists the current status of all the monthly submission for the current and past two fiscal years. To see historical documents past the prior to two prior years, the user needs to select the list all submissions link at the bottom of the page. 5.1.3 The form 52681B has been redesigned into a tabular format display. This tabular format enables the users to input all data for each funding category and to validate information against prior month and 12 month averages. Page 68 Voucher Management Systems (VMS) User Manual Tab 1: Voucher UML/HAP Tab 2: Income / Expenses Page 69 Voucher Management Systems (VMS) User Manual Tab 3: Additional Expense / Comments Tab 4: Disaster UML and HAP Page 70 Voucher Management Systems (VMS) User Manual Tab 5: PHA Contact Information Tab For the HUD user who links to the Submission Tab via the “View PHA Data Tabs” link, the Submission Tab does not allow an actual submission. It will allow you to review the validation history and the submission history, and to display and print the entire 5-tab submission data in one report. It will also allow you to print multiple iterations in a report by clicking the boxes next to the iterations you want, or just print the Submission screen. Page 71 Voucher Management Systems (VMS) User Manual Tab 6: Submission (HUR, HUE User) When you click the Submit button, The FA or other HUD employees (Role code HUR, HUE) will see the following screen, with the ”Print Format”, “Cancel”, and “Continue” buttons, but without the “Submit” button. VMS Submissions Screen (HUR, HUE User) Page 72 Voucher Management Systems (VMS) User Manual 5.2 Review and Approve Pending Hard Edits The Pending Hard Edit Review and Approval process takes place when a PHA has submitted its monthly voucher data with Hard Edits included. A Hard Edit is a field which has been flagged by the Validation process as an error, but which has been explained by the PHA to be correct as is. It is the responsibility of the Financial Analyst to review the data and explanations, and to either approve or disapprove the submission. 5.2.1 To begin a review of the submitted data, log into the VMS system as an HUR role, and click the “Review and Approve Pending Hard Edits Tabs” link shown on the Home Page side menu. VMS Home Page You will be prompted to enter either the PHA number or select the appropriate State Code and then click on go to proceed. User with Multiple PHA Assignment - Selection Page 5.2.2 After selecting the state code, choose the appropriate PHA from the dropdown list and click on go. Page 73 Voucher Management Systems (VMS) User Manual If you selected the state option, a second menu will appear with a drop-down list of PHAs within the selected state PHA Selection from State Code 5.2.3 A List of Submissions for that PHA will display, showing the Status for each pending hard edit. Notice that the first entry has a status of “Pending Hard Edit Submission”, and is blank in the Financial Analyst column. VMS Pending Hard Edits by PHA 5.2.4 Click on a specific month-year link to open the pending hard edit. The 52681B form will be displayed in tabular format, and the FA can browse each tab validating the data entry. The first tabs contain the actual PHA data entry, plus any Hard Edit notations for fields that did not meet the validation edits. The last Tab will display “Review” rather than “Submission”. VMS Pending Hard Edit Review Screen Page 74 Voucher Management Systems (VMS) User Manual 5.2.5 After reviewing each of the individual tabs, the FA will click on the “Review” tab button. This screen is now displayed in 2 segments. Section 1 displays the validation history, identifying the hard edit errors, tab and field name. Section 2 displays the Budget Authority Data used to validate the data for the reporting month. VMS Review Tab Screen Note: FA will be able to see edit messages on the Review and Approval page. All Hard Edit error messages have numbers e.g. HE001, HE023, for FAs to understand details of error messages see Appendix B 5.2.6 Clicking on the “Review” button at the bottom on the page, will display a page that will allow the Financial Analyst to approve or reject the submission, and enter comments into a comment section. VMS HUD Hard Edit Review and Approve/Disapprove Screen Page 75 Voucher Management Systems (VMS) User Manual 5.2.7 After reviewing the PHA submission, the FA will click on either the “Yes” or “No” radio button, and enter an explanation of the decision (if declined) in the “Comments” field. Once the information is completed, the user will click on the “Continue” button at the bottom of the page, to complete the review process. A System Messages will appear at the top of the review tab indicating that the decision was saved successfully, or if not, indicating an error in the process. VMS HUD Hard Edit Review and Approve/Disapprove Screen 5.2.7.1 APPROVED SUBMISSION: An approval will trigger an approved email notification to be sent to the PHA Executive Director and the Point of Contact identified in VMS. An approval means the submission for that month is completed. 5.2.7.2 DISAPPROVED SUBMISSION: A disapproval of the hard edits will trigger a „disapproved email notification‟ to be sent to the PHA Executive Director and the Point of Contact identified in VMS. The PHA will have to edit the original submission and resubmit the corrected data, and notify the FA of the resubmission. Note: FA will also be able to monitor open submissions using the Hard Edit report (See section 7.0 General Report section) 5.2.8 By clicking on the “Continue” button, The Pending Submissions page will be re-displayed with the updated Status columns identifying the result of the pending hard edit review. VMS Pending Hared Edit Review and Approval Screen Page 76 Voucher Management Systems (VMS) User Manual 5.3 Review and Approve Prior Month Corrections When you log on to the VMS system in an HUR role, the VMS Home page will look like this. In order to review and approve Prior Month Corrections (PMC) containing Pending Hard Edits, select one of the two options circled below: “HE Approval by PHA”, or “HE Approval by FA”. VMS Home Page 5.3.1 PMC Approval by PHA When you select “HE Approval by PHA” from the VMS Home Page, this screen will display, allowing you to select the PHA, either by keying in the PHA number directly in the upper section, or by selecting a State code from the drop-down menu and selecting the “Go” button PMC -PHA or State Selection Menu (one) Page 77 Voucher Management Systems (VMS) User Manual If you selected the State code, a second selection screen will display, allowing you to choose the PHA from a drop-down list. PMC -PHA Selection Menu (two) When you select the PHA, a screen like this appears, displaying all pending Prior Month Corrections for the PHA. Each pending PMC displays enough information for the Financial Analyst to review and approve or disapprove the Hard Edit. Click the appropriate FA Approval button in the upper right corner, and add your comments in the FA Comments field at the bottom right of the box. If more than one pending PMC exists for the PHA, the screen will display each one in order, as the following example shows, with three PCs for the same PHA. Page 78 Voucher Management Systems (VMS) User Manual PMC Pending Corrections List by PHA The Financial Analyst can approve / disapprove each PMC, and then click on the Submit button at bottom. If you prefer to leave the screen without approving / disapproving the Hard Edit, click on the Return button at bottom. 5.3.2 PMC Approval by FA When you select “HE Approval by FA” from the VMS Home Page, this screen will display, allowing you to select the Financial Analyst (FA) name from a drop-down list. Select the FA name and click on the “Go” button. Page 79 Voucher Management Systems (VMS) User Manual PMC FA Selection Menu When you select the FA name, a screen like this appears, displaying all pending Prior Month Corrections for the Financial Analyst. PMC Pending Corrections List by FA The name and Division of the Financial Analyst appear at the top of the page. Each line item displays the following fields: The Rec.#, a sequential number of line items within the listing The Record ID, which is composed of several other fields: o PHA number o Year and Month Reporting Period of the Submission that was corrected o Date and time that the correction was created / submitted The tab where the corrected field is located The name of the field that was corrected The new adjusted amount (Current Amount) The current status of the PMC Click on the Record ID of the correction you want to review. The Hard Edit Approval page will appear, as below. Page 80 Voucher Management Systems (VMS) User Manual 5.3.3 PMC Approval / Disapproval Screen This screen, when selected by the FA, shows the PMC corrected field and the hard edit information. It also has an Approve / Disapprove section and a comment field for you to explain the reason for approving or disapproving the pending PMC Hard Edit. PMC FA Approval / Disapproval Page Select the Approve or Disapprove radio button at the bottom of the page, and if appropriate, fill in a comment in the FA Comments field. Then select one of the two buttons at the bottom of the page: “Process and Return” or “Reset”. If you select “Reset”, the approval / disapproval buttons will be blanked out, as will any comment you wrote. If you return to the list of PMC pending HE Corrections, without further action, you will see that this correcting still has a status of “Pending”. If you select “Process and Return”, you will return to the list of PMC pending HE Corrections, and you will see that the status of this PMC Pending HE has changed to either “Disapproved PMC Hard Edit” or “Approved PMC Hard Edit”. If there are no additional pending PMCs with Hard Edits, you will see this screen: Page 81 Voucher Management Systems (VMS) User Manual 5.3.4 PMC Approval / Disapproval Email to PHA When you approve or disapprove a PMC Pending Hard Edit, the system will automatically send an email to the PHA Point of Contact, notifying them of the Approval / Disapproval. The “From” address of the email will be the FA approving / disapproving the PMC Hard Edit. The PHA can respond through normal email channels, not via the VMS system. 5.3.5 PMC Daily Pending Report via Email Each Financial Analyst receives a daily PDF report of all PMC Pending Hard Edit records, by FA. The report comes by email, generated by the system. Since it is a PDF format, you cannot view the individual correction screens by clicking on the line items. The report is e-mailed daily at 6:00 Central Time. VMS – Reports Section – PHA HE Status by FA – Report The recipient Financial Analyst name and his/her Division name appear at the top of the page. Each line item displays the following fields: Page 82 Voucher Management Systems (VMS) User Manual The Rec.#, a sequential number of line items within the listing The Record ID, which is composed of several other fields: o PHA number o Year and Month Reporting Period of the Submission that was corrected o Date and time that the correction was created / submitted The Division of the PMC correction The Financial Analyst associated with the PHA The tab where the corrected field is located The name of the field that was corrected The new adjusted amount The current status of the PMC Page 83 Voucher Management Systems (VMS) User Manual 6.0 Executive Summary Page 84 Voucher Management Systems (VMS) User Manual 6.0 EXECUTIVE SUMMARY 6.1 PHA Summary For PHA users, the Executive Summary Tab allows users to generate an Executive Summary Report in one of 4 formats: o Allocations and Balance, o Recap Worksheet o Utilization Graphs When you click on the Executive Summary Tab the following report selection page, will display, as shown below. Executive Summary Format Selection Menu Click on the radio button for the report format you wish to see, and then click on the “Continue” button. o If you wish to create several reports, you must produce them one at a time. o If you click on one radio button you will clear a button that has already been selected Click on the “Return button to return to the previous screen without generating any report. Below are examples of the four report formats: Page 85 Voucher Management Systems (VMS) User Manual 6.1.1 Allocations and Balance Executive Summary – Allocations and Balance Page 86 Voucher Management Systems (VMS) User Manual 6.1.2 Recap Worksheet Executive Summary – Recap Worksheet Page 87 Voucher Management Systems (VMS) User Manual 6.1.3 Utilization Graphs Executive Summary – Utilization Graphs Page 88 Voucher Management Systems (VMS) User Manual 6.2 National/Regional/State/FO Executive Summary In addition to the PHA Executive Summary reports, authorized HUD FMC users can see the same reports for a wider range of data: National, Regional, State, or Field Office, For a user authorized to see the National, Regional, State and Field Office Executive Summaries, the screen below will display when the user clicks on the Executive Summary Tab: Select either National, Regional, State, Field Office, or Public Housing Authority (PHA) to set the parameters of the summary report, and then click on the “Continue” button. A screen asking for additional information will display, similar to this PHA example: Indicate the PHA number, (or FO, State, Region), select one of the report format radio buttons, and then click on the “Continue” button. An executive summary in the selected format for the selected range of data will be created. Page 89 Voucher Management Systems (VMS) User Manual Page 90 Voucher Management Systems (VMS) User Manual 7.0 GENERATE REPORTS Page 91 Voucher Management Systems (VMS) User Manual 7.0 GENERATE REPORTS At the Home Page, the HUD or PHA user can select “Generate Reports” from the side menu. VMS Home Page The “Generate Reports menu will display. Note: For PHA users (UDE), only the VMS Data Collection Report is available. VMS Report Selection Menu Select the report you wish to produce from this menu. Page 92 Voucher Management Systems (VMS) User Manual 7.1 VMS Non Submitter Report To view the VMS Non-Submitter Report, the user must log into the system as an HUR user, and select the “Generate Reports” link on the Home Page side menu. The Report Selection Menu will display. This report is available for users with the HUR Role. When you select this report, the following page appears, allowing you to select a date range (up to 12 months), and the State on which the report is based. You can also select the type of Non-Submitter Report, from the following choices: Data Table Number of Non-Submitters per Month Number of Non-Submitters per PHA Percentage of Non-Submitters Non Submitter Parameter Selection Page Page 93 Voucher Management Systems (VMS) User Manual The Following report is produced from the above selection. Non Submitter Data Table Report The data table report allows the user to view non-submitter data specific to a certain state and time period. The data appears as shown in the above table, with a “N” displayed for those months the HA was in non-submitter status. Page 94 Voucher Management Systems (VMS) User Manual 7.2 VMS Data Collection Report All PHA users and Financial Analysts (UDE and HUR Roles) should be able to view and generate the Data Collection Report. When you click on the “VMS Data Collection Report” link on the Report Selection” menu, if you are authorized to see reports for more than one PHA, the “Enter PHA Code or Select PHA State” page is displayed, otherwise the system will display the VMS Data Collection Report Home Page. PHA / State - Selection page After choosing the state code above, using the drop down list displayed below, select the appropriate PHA. PHA Selection from State Code The following parameter selection page displays, allowing you to set the Date Range (up to 12 months) and select the type of Data Collection Report to generate: Data Table Line Graph Page 95 Voucher Management Systems (VMS) User Manual Pie Graph Horizontal Bar Graph Data Collection Report Parameter Selection Paget Select the to and from date range from the drop-down menus, select the type of report or graph to generate, and click on the “Go” button. The Data Collection Report displays on the screen in PDF format for the user to review. Page 96 Voucher Management Systems (VMS) User Manual VMS Data Collection Report – PDF format Open the Data Collection Report in Excel by clicking on the “Excel Format” button at the top of the screen to open the document in MS Excel. The system prompts the user to open the document in MS Excel or to save the document. Generally user will just open the document in MS Excel by clicking on the “Open” button displayed in the system message. VMS System Message Once the system has opened the data collection report in MS Excel, the user will want to make sure the report is properly formatted prior to saving or printing. Once the format is set, click on Page 97 Voucher Management Systems (VMS) User Manual the “File” option on the ribbon bar, and select the print option. User can preview, or send on to print. VMS Data Collection Report in Microsoft Excel 7.3 VMS Leasing and Unit Expense Report (Inactive) To view the Leasing and Unit Expense Report, the user must log into the system as an HUR user, and select the “Generate Reports” link on the Home Page side menu. The Report Selection Menu will display. When you select the Leasing and Unit Expense Report from the Generate Reports: Report Selection Menu, if you are authorized to see reports for more than one PHA, the “Enter PHA Code or Select PHA State” page is displayed; otherwise the system will display the VMS - FASS Data Comparison Report home page Page 98 Voucher Management Systems (VMS) User Manual Enter PHA Code or Select PHA State Menu Page If you select a state in the above menu, the following page will display: Select PHA Menu Page Select the PHA you want from the drop down menu and click on the “Go” button. Another selection menu will display, for the date range on which you wish to report. Page 99 Voucher Management Systems (VMS) User Manual Select Date Range Menu Page Select the date range you want from the drop down menus and click on the “Go” button. The Leasing and Unit Expense Report will display. Leasing and Unit Expense Report To see the report in Excel format, click on the “Excel Format” button at the bottom of the report: Page 100 Voucher Management Systems (VMS) User Manual Excel format Leasing and Unit Expense Report 7.4 VMS FASS – PHA Data Comparison Report To view the VMS FASS – PHA Data Comparison Report, the user must log into the system as an HUR user, and select the “Generate Reports” link on the Home Page side menu. The Report Selection Menu will display. When the VMS – FASS Data Comparison Report is selected from the Generate Reports: Report Selection Menu, if you are authorized to see reports for more than one PHA, the “Enter PHA Code or Select PHA State” page is displayed, otherwise the system will display the VMS - FASS Data Comparison Report home page. Enter PHA Code or Select PHA State Menu Page Page 101 Voucher Management Systems (VMS) User Manual If you select a state, the following menu will display: Select PHA Menu Page Select the PHA you want from the drop down menu and click on the “Go” button. Another selection menu will display, for the year you wish to report on. Select Year Menu Page Select the year you want from the drop down menu and click on the “Go” button. The VMS - FASS Data Comparison Report home page will display. Page 102 Voucher Management Systems (VMS) User Manual VMS - FASS Data Comparison Report – PDF Format To see the report in Excel format, click on the “Excel Format button at the bottom of the report: VMS - FASS Data Comparison Report – Excel Format Page 103 Voucher Management Systems (VMS) User Manual 7.5 VMS Hard Edit Report (for FA) To view the Hard Edit Report for FAs, the user must log into the system as an HUR user, and select the “Generate Reports” link on the Home Page side menu. The Report Selection Menu will display. Report Selection Menu Select VMS Hard Edit Report link An FA authorized for multiple PHAs either enters the desired PHA code directly in the first box, or selects the Field Office drop down to display PHAs assigned to the Field Office and the user‟s id PHA Selection Menu - 1 Page 104 Voucher Management Systems (VMS) User Manual The user then selects the desired PHA from the drop-down list. PHA Selection Menu - 2 The system will generate a report of pending Hard Edits for the PHA selected. Hard Edit Error Report Menu The FA can approve or disapprove the submission by following the steps below Step –1: Select the link under the Month column. The Pending Hard Edit Review and Approval page displays Page 105 Voucher Management Systems (VMS) User Manual Pending Hard Edit Review and Approval Page Step –2: Select the “Yes” button for approval or the “No” button for disapproval Step –3: Click the “Continue” button. The System message displays Step –4: Click the “Continue” button Page 106 Voucher Management Systems (VMS) User Manual The Pending Hard Edit Review and Approval menu page will again display with List of Pending Submissions If there is no pending submission for a PHA, the Hard Edit Report page will display with the message below Page 107 Voucher Management Systems (VMS) User Manual 7.6 VMS PMC Status Report by FA To view the VMS PMC Status Report by FA, you must log into the system as an HUR user, and select the “Generate Reports” link on the Home Page side menu. The Report Selection Menu will display. Generate Reports Selection Menu When you select VMS PMC Status Report by FA from the Generate Reports: Report Selection Menu, the system will display the following menu, allowing you to select the Financial Analyst on which the report will be based. VMS – Reports Section – FA Selection Screen Dropdown Box Highlight the desired Financial Analyst and press “Go”. The following menu will display, allowing you to specify the date range and sort order of the report: Page 108 Voucher Management Systems (VMS) User Manual PMC – Generate Report – Date Range and Sort Order The screen allows you to specify 3 levels of sort criteria for the report. A drop-down menu will display for each sort level. Possible sort fields are: o State o PHA o Reporting Month o Status Code o Financial Analyst (FMC/FA) Default sort will be on date /time in descending order with newest on top The screen allows you to specify the “To” and “From” dates for report generation, with Dropdown Boxes for Month and Year. Be sure that the “To” and “From” range you select does not exceed a 12 month timeframe. Only corrections that were created within that date range will be selected. Select the date range and sort criteria you want, and then select the “Go” button at the bottom of the screen to generate the report. If you want to clear your selection select the “Reset” button to clear all entered criteria. When you select “Go”, the report will display: Page 109 Voucher Management Systems (VMS) User Manual PMC Open PMC Report by Financial Analyst (FA) The FA name appears at the top of the page. Each line item displays the following fields: The name of the field that was corrected The tab where the corrected field is located The new adjusted amount The Status FMC Division Name Financial Analyst Name The Record ID, which is composed of several other fields: o PHA number o Year and Month Reporting Period of the Submission that was corrected o Date and time that the correction was created / submitted Click on the Record ID of the correction you want to review. The correction page, with any Hard Edit information displayed, will appear, in a view-only page. Page 110 Voucher Management Systems (VMS) User Manual View-Only Screen of Selected PMC On the bottom of the report is a “Print” button. Press this button to produce a PDF format printable version of the report: Page 111 Voucher Management Systems (VMS) User Manual 7.7 VMS PMC Stat
