The Office of Community Planning and Development utilizes data from IDIS to assess how housing and community development program funds are being used to serve the beneficiaries of HUD-funded programs. IDIS provides timely information on grantee performance, needs, and trends, which helps HUD establish policy and budget priorities. IDIS also has information that allows HUD Field Office representatives to monitor grantee expenditures and accomplishments in IDIS.
An important element of IDIS is reporting beneficiary information to HUD. This information is used for many purposes:
Each CPD formula grant program requires different types of information.
Grantees can use IDIS reports to manage their CPD formula grant programs more effectively. Some reports provide information on program accomplishments and disbursements, while others help reconcile records with local reporting systems. Reports may be downloaded and formatted to print on standard paper or converted into spreadsheet files. Each report brings information together in a unique way by subject, program year, program, or project.
For instance, the List of Activities report (PR02) aggregates data on activity status, activity drawdown information, and balances. It gives information that allows a grantee to determine the progress of an activity, monitor the amount of funds by program that are funded and drawn for an activity, and ensure that activities are being completed in a timely manner. Reports can also help grantees meet citizen participation requirements and HUD's End of Year Reporting requirements.
For example, the HUD Grants and Program Income report (PR01), gives information for all program funds and fund types for each program year including program income. This report gives information that helps fulfill Citizen Participation requirements to report on the amount of funds it has available for the program year (including program income, how much was committed, and how much was spent).
Within 90 days after the end of their program year, state and local governments that receive
CDBG, Emergency Shelter Grants, Emergency Solutions Grants (ESG), HOME, and HOPWA funds directly from HUD must ensure that all activity information in IDIS is up-to-date as of the last day of the program year. This process is called end-of-year reporting.
Note that CDBG grantees should report proposed accomplishments when setting up an activity in IDIS. HUD also recommends that grantees report actual accomplishments as they are achieved or on a quarterly basis, at a minimum. However, grantees are required to report actual accomplishments at the completion of an activity and/or the end of their program year, whichever comes first.
End-of-year reporting fulfills three purposes by helping the grantee:
1. Meet CAPER and program requirements.
2. Produce accurate IDIS reports, some of which must be made available to the public.
3. Ensure that HUD will have the most current information during its annual assessment of a grantee's performance.
Grantees must submit a Consolidated Annual Performance and Evaluation Report (CAPER). IDIS makes the CAPER process, outlined in a Memo on Reporting Instructions, more effective and efficient.
By providing detailed financial and beneficiary information, the CAPER explains how a jurisdiction is carrying out its housing and community development strategies, projects, and activities.
In addition to writing general and program narratives, grantees may use IDIS to capture the information needed to meet CAPER requirements. As IDIS users set up activities, draw funds, and report accomplishments, they are creating a database that contains information that can be included in the CAPER. Grantees can retrieve this data from IDIS at the end of their program year.
Once end-of-year updating in IDIS is complete, HUD can access much of the information it needs for the CAPER. To meet citizen participation requirements, grantees must also make certain IDIS reports available to the public.
The reports called Financial Summary, Summary of Grantee Activities, and Summary of Accomplishments capture much of the information needed for the CAPER. Grantees may print IDIS reports on standard paper or convert them into standard word processing and spreadsheet files. They should also send all IDIS reports made available to the public or edited by the grantee to the local HUD Field Office.
Public Reporting Burden for entitled communities grantees is estimated to average 132 hours per respondent for recordkeeping, 76.25 hours for reporting, and 2.33 hours for documentation and other provisions pertaining to the Anti-Pirating rule. Community Development Block Grant (CDBG) Entitlement Program, OMB No. 2506-0077, expires 2/28/09.
Public Reporting Burden for state grantees is estimated to average 116 hours per respondent for state recordkeeping, 26 hours for locality recordkeeping, 7 hours for the establishment of definitions and recordkeeping requirements pertaining to the "Brownfields" rule, 2 hours for provisions pertaining to the Anti-Pirating rule, and 6 hours pertaining to CRS requirements. State Community Development Block Grant (CDBG) Program, OMB No. 2506-0085, expires 2/28/09.
Public Reporting Burden for this collection of information is estimated to average 16 hours per respondent for homeownership and rental activity set-up and completion, 5.5 hours for tenant-based rental activity assistance set-up, 21 hours for IDIS performance measurement set-up and completion screens, 2.5 hours for annual performance reports, 0.75 hours for FY Match Reports, and 0.2 hours for input of first-time homebuyer status. HOME Investment Partnerships Program, OMB No. 2506-0171, expires 5/31/07.
Public Reporting Burden for this collection of information is estimated to average 144 hours per respondent including time for automated responses, manual responses, and recordkeeping. Housing Opportunities for Persons with AIDS (HOPWA) Program, OMB No. 2506-0133, expires 7/31/07.