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Public Housing Information

Center (PIC)

Tips, tricks and overcoming fatal errors

AgendaToday we’ll cover:How does PIC work?Steps involved with submissionMost common error typesHow to correct each error typeHow to use the reports from PIC to monitor

your HCV program Including how PIC data impacts SEMAP

Overview

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Overview

Since HUD requires PHAs to maintain a reporting rate of 95% or higher, it is critical that HCV Directors and Managers understand how PIC data impacts their operation

IMS-PIC Inventory Management

System/Public and Indian Housing Information Center

Centralized database to which PHAs submit information electronically to HUD through the PHA’s software

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IMS-PIC

If a tenant is in PIC, HUD has access to their records and can generate reports, which are available in EIV

If a tenant isn't in PIC, they don't exist for HUD

If a tenant is not current in PIC, this can create disincentives for the agency

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Finding PIC Info

Page

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Click on either location

PIC Home Page

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FAQs by Module

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50058 FAQs

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PIC User Manual

Viewer – Retrieve specific 50058 data for tenants or households

Reports – Users run various reports to analyze tenant data

Tenant ID Mgmt – Allows user to create and modify alternate IDs and track possible duplicates

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PIC User Manual

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Executive Summary

Intended to be a "snapshot" of the status and condition of the PHA for use by management in monitoring the PHA during Board or commissioner briefings and for communicating with the public

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Executive Summary

HA Details and Address

HA Staff/Contacts

HA Inventory Section 8: Increment and Unit Counts

HA Performance (SEMAP scores)

HA Funding

HA Comments

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References for HUD 50058

HUD Form-50058

Form 50058 Instruction Booklet

Form 50058 Technical Reference Guide Same for MTW

Form 50058 Error Codes

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HUD Secure Systems

PIH Information Center

PIC Menus

Menus may vary based on PHA programs and staff roles and levels

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What is PIC?

Two Kinds of PIC

MTCS and MTW PIC Moving to Work – a demonstration program that

allows local PHAs to design and tailor strategies to the needs of their communities

MTCS = “classic” PIC

MTW PIC = accounts for MTW giving PHAs ability to flex certain regulatory requirements

How to Get Information into PIC

PHAs batch 50058s on a regular schedule and submit electronically to PIC

PIC evaluates the information and either:Accepts with no errorsAccepts with warnings, or Rejects the file and flags it for correction

(fatal error)

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PIC Process Steps

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Housing specialist processes certification(s)

Certification(s) may appear in PIC submission queue in PHA’s software

Certification(s) are submitted to PIC

Download PIC Error Report for each submission batch

PIC Process Steps

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Log errors for rejected certification(s) in Excel or Sharepoint

Correct errors or assign errors to HS

Once corrected, resubmit certification(s)

Produce PIC Error Tracking Report for training purposes and tracking trends

PIC Process Steps

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Ensure all certification(s) processed for the month have been updated in PIC before PIC summaries 

(1st Friday of the month)

After PIC summarization, pull reports for reporting rate, SEMAP indicators, portability 

billing, and PIC Ad Hoc reports

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PIC Process Steps

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Reconcile PIC report(s) with PHA software

Correct discrepancies found during reconciliation(s) and return to step 3 for EACH 

certification 

PIC Process Steps

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Document the discrepancies between PIC and PHA’s software to analyze trends for each SEMAP 

indicator

Prepare for SEMAP

Software and PIC

PHA software is only one of many information management systems used by PHAs It is NOT PIC

Information only gets into PIC via the 50058

What’s in software is not necessarily what is in PICSome information may not matchMay require periodic cleanup

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Certification Types

Form HUD-50058

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PIC Submission Upload

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Upload 58 for Submission from a Saved Batch of Certifications File

What’s in PIC?

PIC stores information about the names, dates of birth, and SSNs for all household members

PIC also tracks: Most recent transaction type and effective date,

date of admission, date of next re-exam, income, assets, and contract rent

Order in PIC

When a new 58 is submitted to PIC, it “bumps” the old record to a historical database Historical record is available for review, but is not

active in the system

If a transaction is voided, the 58 is removed and most recent previous 58 gets “bumped” back to current

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Order in PICSearch for a current

action under Current Database

Search for historical transactions under Historical Database

PIC Submission

HUD Reporting Requirements

For indicators 9-12 and 14 under SEMAP, HUD mandates a reporting rate of at least 95% of VMS count by the PHA’s fiscal year end

If this threshold is not met on a consistent basis, the PHA will receive zero points for these 4 indicators

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Basic Rules of Submission

PHAs must report at least 95% of their VMS unit count to IMS/PIC through submission of 50058sPHA also uses PIC data to ensure

success with PIC-scored SEMAP indicators More, later, in SEMAP

Under Reports, a PHA can find its reporting rate

95% of VMS Unit Count Reported to IMS/PIC through the 50058

PHA should do a comparison with software quarterly

50058 Required Field

Verify whether VMS data is correct for the time period If not, process VMS

correction

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Family Names

Clicking hyperlink brings up family details

Compare PIC Data with Software

Compare PIC Data with Software

Comparison looks at two sets of dataReport from PHA software showing current

50058 info for each household, including the head of household’s SSN, current action type, and current effective dateData from PIC (previous slide)

Use an application that compares the two data sets, such as Microsoft Excel or Microsoft Access

Comparison Example

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Family Names

PIC family detail report

Anyone there that shouldn’t be?

Anyone missing that should be there?

Compare PIC Data with Software

Families in Software but not PIC

Common causes: IHA transmits port move-out with effective

date later than effective date of move in at RHA IHA transmits EOP instead of port move-

out HOH changes (Former SSN 58’s field

blank) Multiple Subsidy (On hold at PHA until

resolved)SSN errors (Invalid Tenant ID)

Current Action for Family not in PIC

Research why

Possible causesAction processed in software but

never submittedAction was submitted, but PIC rejected

After determining resolution, re-submit

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Families in Software but not PIC

Code 14 Historical Adjustment is used for households who are not in PIC Creates a family record in PIC Use when the family was never successfully

submitted into PIC New Admissions must be reported timely so code

14 should rarely be used Family should have been assisted by PHA for a

year

Families in PIC but not Active in Software

PHA identifies families in PIC who shouldn’t be Causes PHA to over report to HUD

Common causesAction code 6 (end of participation) or action

code 5 (port out) was rejected

Can usually be corrected by resubmitting code 5 or 6 to PIC or initiating an online EOP

Correcting PIC Errors

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PIC Home Page

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Select Desired Ticket Number

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Example with ErrorsAccess file via hyperlink to determine whether

action is needed

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Example with Warnings

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Example with Fatal Error

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Example with No Errors

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Clicking on Hyperlink Provides Error Detail Information

This example has no errors! 55

HUD 50058 Error Codes

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Common Errors Trends from PIC Submission Submodule

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Basic Rules of Correcting Discrepancies

Transactions must be processed in specific order

All tenant ID data entered in PIC must be correct

Tenant Management Submodule must be used to generate alternate ID, remove duplicate SSNs, and modify HOH SSN

All deceased tenants must be removed

Transactions must be processed in a specific order

PIC’s First Rule

Only transactions with a later effective date than the current transaction in PIC will be accepted Certifications must be processed and

submitted to PIC in chronological orderHS should review dates before

processing a certification

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Transactions Must be Processed in a Specific Order If a transaction needs to be submitted and

there is a transaction in PIC with a later effective date, that later date transaction must be voided for the earlier date action to be accepted

Out of order 50058s can cause issues with port-outs, transfers, reexams, and EOPs

Data Error Example

Jon Snow is EOP’d for program violations eff 6/30/2018, but his reexam has already been submitted with an eff date of 7/1/2018

PIC will not accept the EOP because a later date transaction is in fileVoid the reexam, then submit the EOP

Data Errors ExampleAnnual submitted 5/4 effective 7/1

Interim submitted 5/8 effective 6/1

Interim will be rejected because it is out of order

Annual needs to be voided, then interim submitted, then annual resubmitted

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Specific Order

Action code 10 (Issuance of Voucher) should be submitted before submission of action code 1 (New Admission) or 4 (Portability Move-in) PHAs are encouraged to submit a code 10 prior to

action code 7 or line 12b = Yes

A new admission (1 or 4) must be in PIC to submit any other transactions

Invalid Tenant ID

Invalid Tenant ID

Once a household member’s information is in IMS/PIC, then EIV validates data Identify Verification Report verifies

data matches information in SSA’s national database

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Invalid Tenant ID

Household member names must match the SS card exactly – down to spaces and punctuationBirthdate errors require correction If the birth certificate shows a different

birthday than SSA records, the family needs to contact SSA

Invalid Tenant ID

PIC stores the household’s records by the HOH’s SSN If incorrect HOH data is submitted at

admission, void that transaction and submit the corrected 50058To change head of household, enter

previous HOH’s SSN in field 3w of the 50058

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Invalid Tenant ID

For portability or new admission certifications with an Invalid Tenant ID (SSN, names, DOB) Void the incorrect action code 1 or 4 Create a correct action code 1 or 4 and submit to

PIC

For other certifications with an Invalid Tenant ID (other than HOH)Submit a corrected 50058

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Other Common 

Errors

Other Common Errors

Any field on the 50058 can cause errors

Typical PIC errors include: Later effective date certificationsBlank HQS dates Incorrect anniversary dates Invalid name, SSN, DOBBlank former HOH SSN fieldEOP reversals

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Other Common ErrorsPort-Ins (RHA)

Action code 5 (port-out) is effective after action code 4 (port-in)

PHA should verify port-out date before processing port-in

If issues, contact IHA to coordinate correct effective dates for action codes 4 and 5

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Other Common Errors

PIC rejects RHA’s code 4 (Port-in) because IHA processed an EOP (code 6)

Conduct PIC search for HOH’s SSN to determine last action submitted IHA should change the EOP to a Port-out (code

5), then RHA resubmits the Port-In (code 4)

If RHA is unable to contact IHA, RHA may use code 14 to submit tenant into PIC

Other Common ErrorsProgram transfer

Proper effective date was not used when family transferred from one program to another

Mod Rehab/public housing to HCV

Verify tenant’s Mod Rehab/PH EOP effective date in PIC

HCV staff should coordinate dates with Mod Rehab/PH

Other Common Errors

Program transferPBV to tenant-based voucherDoes not require a code 6 (EOP)

Use code 7 (other change of unit) or conduct an annual or interim and update 50058 line 12b (Is the family now moving to this unit?) to Yes

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Voids

Voids

Voids are processed to cancel action codes which can not be correctedAction codes 1, 4, 5, and 6

Review the last transaction in PIC to identify which transaction will be cancelled and to ensure the void is necessaryA void will remove the most current

transaction

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Voids

Transactions not yet submitted to PIC are corrected in PHA’s software No record of the transaction

exists in PIC

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Overall Affect of Errors

If a fatal error causing a transaction to be rejected is not fixed, the record will “halt” and fail to update in PIC

No subsequent transactions will be accepted in PIC for that family

Corrections

Correction 58

Allows PHAs to correct fields previously transmitted in error on the last submitted Form HUD-50058. Use a correction for a change to the last submitted Form HUD-50058.

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Correction 58

After 50058 certification has been completed, generally reviewed by a supervisor, manager or quality control (QC) department for accuracy

If reviewer determines file contains errors, housing specialist makes corrections

Many variables to consider when making corrections

Correction Considerations

Does the error affect HAP (subsidy)? If so, does the correction increase or decrease the

tenant’s portion? If it will increase the tenant’s portion, is there sufficient

time to give a 30-day notice (most common policy)?

Was the error caused by the family or the housing specialist? If it was caused by the family, they are not entitled to a

30-day notice.

Has the 50058 already been transmitted to PIC (HUD’s database)?

Deleting 50058

First, check in software to see if the 50058 has paid or been submitted to PIC yet Most software have a MTCS field If 50058 has not paid or submitted, you can

simply delete the erroneous 58 and replace it with a correct one.

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Deleting 50058

If the corrections lead to a rent increase, ensure there is time to fulfill the 30-day window for rent increase notification and send a rent adjustment letterUnless the tenant caused the error

Correction 58 If corrections do not impact the

calculations, or if they cause the tenant rent to owner/TTP to decrease, submit a correction 50058 with the effective date of the original (erroneous) Annual 50058

You can submit a correction if It causes the tenant’s portion to increase There is sufficient time to give a 30-day

notice

Correction 58

Correction 50058s will always have the same effective date as the original (erroneous) Annual 50058 that was submitted

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Correction 58 If correction (check primary reason) Indicate the primary reason for the correction

record

Requires PHAs to indicate the reason for a correction

Correction 58 Family correction of income: A family corrected

its inaccurate income information

Family correction (non-income): A family corrected its inaccurate non-income information

PHA correction of income: The PHA corrected its errors in determining or reporting a family’s income or rent.

PHA correction (non-income): The PHA corrected its inaccurate reporting of a family’s non-income information.

Interim 58 If the corrections to the Annual 50058 lead

to an increase in tenant rent to owner/TTP, and there is no longer a 30-day notification window, then an Interim 50058 is requiredNeed to change the effective date of the

increase/action

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Interim 58You cannot do an Annual Correction 50058

with a different effective date than the 50058 you are correcting Doing this will only create a new Annual 50058 and

will lead to two Annuals within a short time frame

Interim 50058 allows us to correct the errors on the Annual 50058 Even though it may mean we end up paying a higher

HAP than we should until the Interim effective date

PIC Reports

PIC Reports

50058 reports are a set of detailed, pro-forma monthly summary reports covering 14 different areas of tenant data

These reports permit the PHA to monitor its own reporting to identify trends

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PIC Reports Delinquency Report

Reexam Query

Key Management Indicators (KMI)

Family EOP

Resident Characteristic Report

SEMAP Report

FSS Report

HQS Inspection Report

Newly Leased Unit Query Report

Mobility and Portability Report

Income Report Query

New Admission Report

Budget Related Report

Section 8 Deconcentration Bonus

PIC and SEMAPSEMAP indicators measured through

PIC Indicator 9: Annual Reexaminations Indicator 10: Correct Tenant Rent

Calculations Indicator 11: Precontract HQS Inspections Indicator 12: Continuing HQS Inspections Indicator 14: Family Self-Sufficiency

Enrollment

PIC Ad Hoc Reports

PHAs can run ad hoc reports from PICPIC database contains every field in the

50058PHAs can filter by fields to customize

reports to analyze data Example: PHAs may conduct a rent burden

analysis when determining whether to update payment standards and where to set them

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PIC Ad Hoc Reports

Adopt a strategic approach to QC by identifying family characteristics that are more error-prone: Large families Families with high medical expenses Families with substantial assets

PIC ad hoc reports can identify these families

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PIC Ad hoc Reports

NMA has created a general guide to creating ad hoc reports

Huge help in managing PIC Available on the resource

portal

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Case Study 1

Verna Van was admitted to the HCV program on 10/31/18. When her annual reexamination was transmitted to PIC, the following error message was received: Verification failed - Surname matched, but date of birth did not match with SSA records 01/09/1958. The original 50058 shows a birthdate of 01/09/1955. What should the PHA do?

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Answer

PIC does not accept correction 58s to New Admission (Action Code 1) or Port Ins (Action Code 4)PHAs have the following options: Process a Void (Action Code 15) for the 58

with the erroneous birthdate; then resubmit the New Admission (Action Code 1) with the correct birthdate Submit an interim with the correct birthdate

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Case Study 2

Rebecca Davis had her annual reexamination processed on 07/13/17 and it was effective 09/01/17. The owner submitted a rent increase on 05/15/17 requesting an effective date of 08/01/17. The rent increase was not processed timely. The PHA can approve the rent increase based on policy and the gross rent is still below the payment standard.

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Case Study 2

Therefore, the tenant portion will not increase and the RI can be processed retroactively. It was processed on 08/13/17 and was made effective 08/01/17. The 50058 with the rent increase received the following error message: A record with a late Effective Date exists in the database. Either remove the later record or change this effective date to a later date. What should the PHA do?

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Answer

This is a sequential error. Because the effective date of the rent increase is prior to the annual reexamination, it is being rejected since it is out of order.

This should be corrected by voiding the 09/01/17 annual reexamination; then submitting the rent increase effective 08/01/17, and then resubmitting the 09/01/17 annual reexamination.

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Case Study 3

Maria Garcia was the head of household in the voucher program and lived with her son, Juan Garcia. In March of 2019, she passed away. Juan Garcia wished to fulfill the responsibilities of head of household as a remaining family member. An interim was processed effective 04/01/17 removing Maria and promoting Juan to head of household. Juan attended his annual reexamination interview on 07/15/17; it was processed on 08/11/17 and made effective 10/01/17.

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Case Study 3

When the 10/01/17 annual was submitted to PIC, the following error message was received: This a new Tenant in IMS-PIC. No 50058 data for this Head of Household exists. At least one New Admission or Historical Adjustment must be submitted first. What should the PHA do?

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Answer

Check the 04/01/19 interim reexamination. It’s likely that line 3W of the 50058 (Former Head of Household SSN) was not populated with the 04/01/192 interim.

The previous HoH is still active in PIC and it does not recognize the new HoH. Submit a correction 58 with Maria’s SSN on line 3W. This will get PIC to recognize the new HoH.

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