I am getting an error message in my QPR when editing an activity stating that my cumulative totals do not match. What do I need to do?

Date Published: February 2015

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DRGR will check the cumulative totals for total households from the race/ethnicity data and compare it to the cumulative totals by owner and renter households and by income levels. Additionally, it checks cumulative totals for housing units against the cumulative totals of subcategories such as single and multifamily units. The term “cumulative” here means all data across all QPRs.

If grantees need to make edits to prior QPRs, they can also run into these error messages. If a grantee edits the DRGR Action Plan to change the types of beneficiary and housing measures they want to report and there is beneficiary data reported in prior QPRs, it can cause imbalances between cumulative totals. An example error message includes:

Cumulative sum of income levels for "Households - Total" must be equal to cumulative sum of "Owner – Total"

In order to resolve this, grantees may have to enter larger total numbers in the new categories than the totals. Since it is difficult to figure out how to do this, HUD has developed a spreadsheet that helps grantees calculate what in-quarter data needs to be entered for an activity in the QPR based on the numbers they are trying to achieve and what is in the prior quarter.

The spreadsheet can be found at: https://www.hudexchange.info/resource/124/drgr-beneficiaries-census-area-vs-direct-excel/

The spreadsheet has three sections that represent three steps:

  • Step A: Determine the correct actual cumulative data for that Activity (regardless of what DRGR shows).
  • Step B: Determine the cumulative data showing in the DRGR (based on information from the preceding QPR).
  • Step C: Adding Step A and Step B together, calculate the current/in quarter data to be entered in the QPR.

The following page shows an example spreadsheet for an activity that needs this type of cumulative total adjustment.

View Step A and Step B.

View Step C.



New benefit measure selected with existing data in old QPRs

The “HOUSING UNIT” data in yellow demonstrates an example where 135 housing units were entered through the prior QPR, but the grantee had not entered any data in “SF” (i.e., single-family). If the grantee selected SINGLE FAMILY in the Action Plan during the last quarter and another 14 units were completed, they would enter 11 in HOUSING UNITS and 146 in SF HOUSING UNITS.

Backing out old data

Grantees can enter negative numbers in QPRs in different beneficiary data fields as long as cumulative totals equal.

Regular data entry (categories and subcategories already selected in prior QPRs)

If there is only one subcategory and it was selected before the last QPR, then there is a low likelihood for prior period corrections needed. In this case, there are 11 new households showing and 11 new owner households.

Tags: DRGR QPR - Activity Beneficiary Data in the QPRs