This page contains information on the Housing Counseling Client Management System (CMS). Select a topic to find relevant guidance and resources.
All Housing Counseling Agencies (HCAs) participating in HUD's Housing Counseling Program are required to use a Client Management System (CMS) that interfaces with HUD's Housing Counseling System (HCS). A CMS is a commercial or self-developed online Housing Counseling application that automates much of the housing counseling process, including client intake, file maintenance, financial and credit analysis, outreach, client notification, and reporting. Automated data transfer from each agency’s CMS to HUD’s HCS replaces manual input process.
HCAs have the option to either acquire an existing commercial CMS listed on HUD’s website that are already compliant and connected to HCS or develop their own. A CMS must be compliant allowing requiring data to transfer to HCS before an agency is allowed to participate in HUD’s Housing Counseling program. It is the HCAs’ responsibility to utilize an accepted CMS that is in compliance with HUD’s standard. HUD recognizes that many HCAs have multiple CMS applications for various sponsors. To minimize these multiple redundant applications, HUD recommends HCAs to acquire using a single CMS that can provide multiple reporting requirements instead of having multiple CMSs for each requirement.
It is important, that HCAs continue to access HCS to check and validate their inputted data a minimum of every 90 days. In addition, there are some unique data elements that HCAs have to input in HCS manually that are not available in CMS.
All participating HCAs will be responsible for ensuring that required data fields identified in Interface Control Document (ICD) are transmitted correctly and within stated deadlines via a HUD-compliant CMS. HCA should have a CMS product that satisfies the latest version as posted on this website. HCA will still have access to HCS as read-only rights to check transmitted data for accuracy and validation. HCAs can refer to the Data Requirements from the link in the HUD Resources box.
HCAs should submit their agency updates as soon as their CMS product is on line with HUD and anytime changes are made to their agency profile data. HCAs will prepare to submit their consolidated client and HUD-9902 reports for each required quarterly reporting period for each fiscal year. HCAs are still required to check HCS after CMS transmissions to validate the data is accurate. Any discrepancies discover should be corrected on their CMS and retransmitted. Corrections should not be made directly in HCS as the discrepancy will only reappear in the next transmission.
HUD is taking every precaution regarding the electronic transfer of client level data, including firewall protection, encryptions, and access security. This HCS Agency Reporting Module (ARM) disclosure statement provides language regarding the confidentiality of client-level data. HCAs must get assurances from their CMS vendors of protecting client data
Counseling agencies are encouraged to learn about, and choose from, HUD's list of CMS compliant vendors that are working towards compliance with HUD's new requirements. Only CMS products appearing on this list have been certified to interface with HUD's databases to submit required agency and client level data. Counseling agencies should contact these vendors to learn more about individual products to determine which CMS best satisfies their business practices. The list is not in any priority order, and HUD does not endorse any individual CMS product. As new CMS products become compliant to HUD's requirements, they will be added to the list. All CMS products must be compliant to the latest version as soon as possible. It is acceptable to be compliant with the lower version for a short period of time as the CMS product is in the process of being upgraded. Starting with fiscal year 2015 reporting HCS/ARM will only accept the latest version – ARM 5.0.
All CMS developers both commercial products and self-developed CMS products should refer to the guide and resources provided on this website to make their CMS compliant with HUD’s requirements. CMS technicians should refer to the Interface Control Document (ICD), which provides technical guidance on how the CMS should be configured to interface with HCS properly, and the following list of requirements a CMS must meet in order to be HUD-compliant:
HUD requires that all CMS developers coordinate with the HUD Project Manager to be listed in the program, and arrange testing their product. Procedures on contacting technical assistance will be provided.
HUD does not have resources available to provide one-on-one technical tutorial assistance and urges developers to use the resources provided on this web site precisely as given and to cooperate with each other to resolve issues. To help facilitate conforming to HUD's requirements, a Software Development Kit (SDK) is provided. CMS using either JAVA or .NET can use the self-test in the SDK prior to testing on HUD's system. After CMS test successfully, the CMS will be given instructions to allow their system to transmit agency data directly to HUD's Housing Counseling System (HCS).
Request for HUD technical assistance can only be obtain by submitting a ‘Trouble Ticket’ to the HUD’s Help Desk and an ARM technician will contact the agency within 48 hours.
The Help Desk contact information is: (888) 297-8689 or (202) 708-3300; option 9.
Tell the Help Desk specialist that you need assistance with application: ARM (F11M) - Agency Reporting Module.
Provide the following information:
Help Desk hours are 7:00 a.m. to 8:00 p.m. ET.
HUD has developed a new 9902 form that will be in use starting with the first quarter Fiscal Year 2015 reporting. The HSC/ARM support team has implemented these changes in ARM5. Submissions using previous versions of ARM will no longer be accepted starting with the FY 2015 first quarter reporting. Updated documentation for ARM5 is below. Please direct any questions to email@example.com.