5 tips to increase your PIC reporting rate

All PHAs have to report at least 95% of their VMS unit count to IMS/PIC through the form 50058. In order to successfully gauge your performance with PIC reporting, you’ll need:

  • An accurate report from your system of the current 50058 for each household, including but not limited to the head of household’s social security number (HOH SSN), current action type, and current effective date
  • An adhoc report from PIC over the program you are administering, with at least current action type and effective date
  • An application that can compare two sets of data, such as Microsoft Excel or Microsoft Access

With those items in hand, it’s a simple matter of matching up the HOH SSN from PIC with your agency’s report. Calculate your PIC reporting rate by dividing the number of matching IDs over the total number of active households in the program.

For example, if your agency’s report shows 1,250 vouchers administered, and the PIC adhoc report matched 1,100 SSNs, your reporting rate is 88%. A rate that low will get HUD on your back and limit the ability to use EIV.

Here are some ideas to increase your PIC reporting rate:

Tip #1: Compare often.

Use the PIC adhoc reports to compare with your agency’s current 50058 on at least a quarterly basis. Even better, plan a full audit each month to compare your VMS report with PIC.

Tip #2: Group missing families by correction type.

When you’ve identified the households that are in your agency, but not in PIC, review and group them into categories for correction based on why they’re missing. It’s easier to fix PIC errors when the correction is the same, rather than individually.

Examples include:

  • Port-ins who are still in the initial agency with a later effective date
  • Port-outs who have been leased by the receiving agency, but haven’t notified your agency

Other, trickier examples:

  • HOH changes
  • HOH SSN corrections
  • Multiple subsidy cases

Lastly, if reporting to PIC MTW, families with current action type 13 — HQS Inspections don’t show up in adhoc reports, so speak with your PIC coach to discuss how your PHA will overcome that obstacle.

Tip #3: Utilize the action type 14 — Historical Adjustment.

Under normal circumstances, you want all your 50058 history to be in PIC for each household. Sometimes this isn’t possible. A historical adjustment can get someone into PIC, at which point all future 50058s should make it through without a problem.

A code 14 is helpful when:

  • Converting from MTCS database to MTW database in PIC
  • Moving a participant from public housing to tenant-based program
  • Admitting a participant from your waitlist who was already leased in another PHA

Tip #4: Compare to PIC in both directions.

Finding out who’s missing from PIC is only half the battle; finding out who’s still in PIC, and shouldn’t be, is the other half. Usually, these are action type 6 — End of Participant cases that were rejected as fatal errors and never corrected, although SSN corrections can lead to duplicate records if not done properly. If you’re over-reporting to PIC, that’s generally a sign to HUD that something is wrong.

Tip #5: Don’t get void happy.

When starting to clean up PIC or when your quality control review finds multiple incorrect actions, the tendency is to submit a void on each action submitted. Be careful not to submit too many action type 15 — Voids to PIC for one SSN, because PIC will send all actions to the historical database, or just remove their history completely! You don’t want to create another problem (missing from PIC) by trying to correct an action from a long time ago.

These tips should help you start identifying the current state of your PIC reporting and correcting any and all anomalies you find.

Senior Analyst Raymond Buhr is the PIC guru for NMA’s Chicago team, which administers 17,000 contracts on behalf of the Chicago Housing Authority (CHA).

Nan McKay and Associates has provided IMS/PIC reporting solutions to housing authorities throughout the nation. For more information, contact sales@nanmckay.com.

About NMA
Nan McKay & Associates, Inc. (NMA) is the industry leader in providing training and consulting through performance improvement solutions to subsidized housing agencies. Founded in 1980 by Nan McKay, an executive administrator and certified housing manager, NMA has grown into a stable and strong privately held company with extensive technical expertise in all areas of housing management. NMA has a successful and proven history of bringing training and consulting excellence to thousands of public housing agencies and staff throughout the years.

4 Responses to 5 tips to increase your PIC reporting rate

  1. Pat Mader says:

    Should managers that do all aspects of lease-up to end participation have access to PIC, or is it just for the supervisor and executive director?

    • NMA says:

      Hi, Pat. IMS/PIC contains many modules, designed to capture a large amount of information related to a PHA, its organizational structure, the HUD programs administered by the PHA, as well as properties, buildings, units, and other related information.

      PIC is also the module used to collect 50058 data submitted by individual PHAs, and used by HUD to maintain information resulting from the 50058 data.

      It is not recommended that the PHA grant full access to all PIC modules to all PHA staff, as the ability to edit the PHA data in PIC can lead to errors which can have severe consequences to a PHA. For example, the ability to create and update the PHA’s public housing properties should be limited and only one or two individuals at the PHA level should have access to those modules. The same for the ability to create PHA users and assign user rights.

      Granting user rights to the modules in PIC is a PHA decision, and the PHA needs to take into consideration the need for different staff persons to access PIC data, as well as the confidentiality of the 50058 information that resides in PIC following the submission of 50058s.

      Reports in PIC, such as SEMAP and transmission results can help a PHA staff/managers monitor their performance and the performance of their team, however having PIC access is not the only way for the managers to view that information. Supervisors with PIC access can download and print relevant reports in PIC and share that information with key PHA staff.

  2. Ebony Thomas says:

    I am the HCVP PIC Coordinator for DC Housing Authority, and I have been doing it for almost 3 years (sometimes successfully sometimes not) Do you guys offer any PIC training every

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