American Recovery and Reinvestment Act

Community Development Block Grant Program

CDBG-R Reporting Trainingfor

FederalReporting.gov & RAMPS

January 2010Sponsored by:

Office of Community Planning and DevelopmentU.S. Department of Housing & Urban

Development

Purpose

Provide grantees with information Provide grantees with information about:about:– Recovery Act Quarterly Reporting in Recovery Act Quarterly Reporting in

FederalReporting.gov FederalReporting.gov – National Environmental Policy Act (NEPA) National Environmental Policy Act (NEPA)

Reporting in RAMPSReporting in RAMPS– Frequently Asked Questions and Upcoming Frequently Asked Questions and Upcoming

IssuesIssues– Support ResourcesSupport Resources

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Overview of Recovery Act

Reporting

Reporting Overview

CDBG-R grantees are required to report in 3 systems:

FederalReporting.gov RAMPS IDIS

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Recovery Reporting Deadlines

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FederalReporting.gov, due 1/10/10– Submit report January 1-15, 2010– Review January 16 - 22, 2010– HUD review period January 23 - 29,

2010 RAMPS due 1/10/10

– Submit report January 1-10, 2010 IDIS ongoing

– Updated over the life of the activity

Recovery Act Reporting

Quarterly Reporting in FederalReporting.gov

Recovery Act ReportingFederalReporting.gov

Section 1512 of the Recovery Act requires reporting on jobs, expenditures, and activities

Grantees complete reports on FederalReporting.gov, operated by OMB on behalf of the Recovery Accountability and Transparency Board (RATB)

Reporting is quarterly. Next due date: January 10th, 2010 (system will accept until January 15th)

The collected data is available for public viewing at www.recovery.gov

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Recovery Act ReportingFederalReporting.gov

Why is it important? – Precedent-setting level of

transparency– Public responsibility

Who is using this data?– HUD– White House– Congress– Media and Public

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Recovery Act ReportingFederalReporting.gov Over 95% of HUD’s recipients successfully

submitted to FederalReporting.gov in October. For January reports, HUD’s 3 top priorities:

1) Improved accuracy in job counting: Improved guidance found at www.hud.gov/recovery/reporting

2)Correction of erroneous Award ID #’s and Award Types: Recipients who mistakenly entered an incorrect Award ID or reported as a “Contract” rather than as a “Grant” will need to correct this.

3)Achieving 100% compliance: HUD is working with grantees who were unable to successfully report in October to address any continuing barriers

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FederalReporting.gov – New Features

FRPIN now sent to FederalReporting inbox as well as e-mail address

Copy Forward Feature Function to change key fields

(Award ID) Congressional District Look-up

FederalReporting.gov – Error Correction

Grantees have been provided a spreadsheet including exact answers for many fields.

The Call Center also has access to this information.

New automatic Error Checking in FederalReporting.gov.

System re-opens for corrections Feb. 2.

FederalReporting.gov Common Errors: Award Numbers

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Error: Award numbers entered incorrectly or in incorrect format

Solution: Award numbers should be both correct and in the following format (sample #):

B-09-MY-01-0123

-No spaces around dashes-No lowercase letters-Zeroes, not the letter ‘O’

FederalReporting.gov Common Errors: Award Type13

Error: Award type selected was for contractor and not grantee

Solution: For Award Type, you must select (G) for Grantee

If you mis-filed as a Contractor in your first report, you must file as a Grantee from the second report onward

FederalReporting.gov Common Errors: Amount Fields14

Error: Incorrect values entered “Total Federal Amount ARRA Funds Received/Invoiced”

“Total Federal Amount of ARRA Expenditure”

Solution: For questions on these fields, please contact the HUD Reporting Help Desk, at 1-800-998-9999

FederalReporting.gov Common Errors: Final Project Report Indicator15

Error: The Final Project Report Indicator was marked “Yes”

“Yes” should only be selected once all activities are complete and all funds are both received and expended.

Solution: Select “No” for this indicator

FederalReporting.gov Common Errors: Additional Fields

Missing/Wrong TINS, DUNS (e.g. using Housing Dept’s. numbers instead of those for the grantee as a whole)

Missing/Wrong standard data elements – Grant #, TAS #, CFDA #, Agency Code #, Program Code #

Job Counting numbers – using “regular” CDBG job methodology instead of OMB methodology

FederalReporting.gov Common Errors: Additional Fields HUD sent out template of

standard data elements for each CDBG-R grantee

Revised OMB Jobs guidance issued

No longer have to report jobs cumulatively

Counting Jobs – Key Principles Part I

Recovery-funded jobs only: If the position is funded by the Recovery Act grant, it should be counted, even if the Recovery funding for that position will be drawn down at a later date.

Proportional Counting: Only count positions according to their rate of Recovery funding

Count Full-Time Equivalents (FTEs): The number of persons employed is not a sufficient answer

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Counting Jobs – Key Principles Part II

Quarterly Reporting Only: This is a change from the previous guidance: Only include hours worked in the reporting quarter.

Report on jobs created by funding recipients: Prime recipients must report on FTE’s for their direct funding recipients: both sub-awardees and vendors.

Enter the FTE result in the “Number of Jobs” field in FederalReporting.gov.

For more information, check the OMB guidance at: www.hud.gov/recovery/reporting

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Counting Jobs – Key Differences

FederalReporting.gov Covers all activities Include construction &

temporary jobs FTEs computed by

hours/qtr Include only jobs where

wages paid/reimbursed with CDBG-R

Prorate jobs numbers by Recovery Act ‘s share of funding in activity

IDIS/normal CDBG methodology Only covers activities

meeting low/mod jobs national objective criteria

Permanent jobs only FTEs computed by hours/yr Jobs don’t have to be paid

for with CDBG to count (e.g. economic development)

Count all jobs regardless of CDBG proportion of funding

CDBG-R JOB COUNTING EXAMPLES

City uses $65,000 CDBG-R to install new energy-efficient street lighting as part of street reconstruction project

Lighting project paid for solely with CDBG-R

Public Works Dept. salaried employees install lighting; wages + materials paid with CDBG-R

Jobs are eligible to be counted

CDBG-R JOB COUNTING EXAMPLES

County uses $410,000 CDBG-R for water/sewer replacement project

Funded 50% by CDBG-R, 50% by county funds

Work performed by private contractor CDBG-R & county funds equally pay

for all materials and labor Jobs are eligible to be counted x 50%

CDBG-R JOB COUNTING EXAMPLES

City awards $22,500 CDBG-R contract to nonprofit social services provider

Nonprofit uses CDBG-R funds to hire & pay for 1 additional caseworker for 6 months to provide counseling services

Job is eligible to be counted

CDBG-R JOB COUNTING EXAMPLES

State makes $600,000 CDBG-R grant to township Township uses CDBG-R + other Recovery Act

funds for road & sewer improvements for new industrial plant

Township hires contractor for road/sewer work; CDBG-R pays for labor, other recovery funds pay for materials

XYZ Corp. builds new industrial plant using non-federal funding, creates 175 new jobs

Industrial jobs not eligible to be counted – not paid with CDBG-R

Infrastructure construction jobs eligible to be counted under CDBG-R but not under other Recovery program

CDBG-R JOB COUNTING EXAMPLES

Urban County makes $250,000 CDBG-R sub-award to participating village

Village makes loan of CDBG-R funds to property development company, which will buy + renovate vacant apartment complex

Total rehab cost = $1,500,000 including $1,250,000 developer equity. Loan agreement specifies CDBG-R will be used for rehab materials + labor (not for acquisition)

Rehab work performed by a combination of developer’s employees + subcontractor staff

Construction jobs are eligible to be counted x 16.67%

FederalReporting.gov-Cumulative Reporting

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NOTE: Though jobs are now reported for the reporting quarter only, all other fields should still be reported cumulatively.

Recovery Act Reporting

NEPA Reporting in RAMPS

NEPA Reporting in RAMPS

Though the system has a slightly new look, the RAMPS module includes no major changes.

Known system errors have been fixed.

Reports should be submitted as NEPA actions are taken. The system must be accurate as of January 10th.

Recovery Act Reporting

Expanded Reporting on CDBG-R Activities

EXPANDED REPORTING ON CDBG-R ACTIVITIES

• For “core activities” – those most frequently funded by CDBG-R

• Not part of Federal Reporting or RAMPS reporting

• Grantees will report in IDIS, by activity (unlike FederalReporting or RAMPS)

• Additional data fields will be integrated into IDIS On Line

EXPANDED REPORTING ON CDBG-R ACTIVITIES

Ongoing data entry/updates by grantees - not just quarterly

Still under development – this represents HUD’s current thinking on implementation

Likely to be added to IDIS by late March 2010

HOUSING ACTIVITIES

# Housing Units Planned for Rehabilitation # New Housing Construction Units Planned Owner vs. Renter tenure Single-unit vs. multi-unit Energy Star certified units Other energy efficiency improvements Actual accomplishments for all of the

above By activity, unless grantee sets up each

address/building as a separate activity

OTHER ACTIVITIES

# Persons Planned to be Served by Public Facilities

# Persons Planned to be Served by Public Services

# Businesses Planned to be Assisted Actual accomplishments for all of the

above Energy Efficiency improvements in

public facility buildings

ENERGY EFFICIENCY IMRPOVEMENTS

Energy Star certified buildings (housing & public facilities)

Other energy efficiency improvements (housing & public facility buildings)

May be a series of drop-down menu choices

HVAC, windows/doors, insulation, appliances, lighting, alternative energy sources, water conservation

Reporting Resources

HUD Recovery Web Site: www.hud.gov/recovery/reporting– Template for CDBG– Jobs guidance

FederalReporting.gov help desk resources: www.federalreporting.gov

HUD Recovery Call Center: – Phone: 1-800-998-9999– e-mail: recovery@comcon.org

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Questions and

Answers