Entering Data on the Activity Set-up (MA04) Screen

The following information only pertains to CDBG entitled community grantees.

The MA04 screen should be completed for all activities except those for which accomplishment reporting is not required (e.g., planning and administration activities, and the repayment of Section 108 loans). Proposed accomplishments should be reported at the time an activity is set up in IDIS. For multi-year activities, when an increase in the number of proposed accomplishments is identified in subsequent years, the additional proposed accomplishments should be reported in the year in which the increase is identified.

It is recommended 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 occurs first. For each report year on the MA04 screen, report only those accomplishments achieved during that program year.

Some grantees mistakenly report only low/mod accomplishments on the MA04 screen. All proposed and actual accomplishments should be reported on this screen; the number of low/mod accomplishments is specifically identified on other screens in IDIS.

ACTIVITY STATUS CODE: Change the Activity Status Code to COMPLETE for an activity only once all the funds have been spent, the national objective has been met, and all accomplishments have been reported under the Accomplishment Data and Accomplishments Narrative sections of the screen and in the screens in the in the CDBG Program Completion Path.

ACCOMPLISHMENT DATA

ACCOMPLISHMENT TYPE: Assign the Accomplishment Type according to the matrix code and national objective of the activity using the following table. Note that, for some matrix code and national objective combinations, there is a choice of Accomplishment Codes that will depend on the specific activity being undertaken. However, of the 16 Accomplishment Codes available for use in this field, CDBG grantees should only use one of the following seven codes to record accomplishments for a given activity:

01 People
04 Households
08 Businesses
09 Organizations
10 Housing Units
11 Public Facilities
13 Jobs

NOTE: When using the Households Accomplishment Code, only report the number of households, not the number of individuals in each household. When using the Jobs Accomplishment Code, report the number of jobs as Full-Time Equivalents (FTEs).

Allowing only certain Accomplishment Codes for each matrix code and national objective combination will enable HUD to obtain more uniform data for reporting to Congress and assessing program performance. Using the Accomplishment Codes specified below will, in some cases, also provide HUD with data not available from other IDIS screens. For instance, for public facilities activities with a low/mod area (LMA) national objective, the number of persons served may be derived from information provided on the MX03 screen, so on the MA04 screen only the number of public facilities assisted should be reported. Thus, although not necessarily intuitive, using the specified Accomplishment Codes will provide HUD with additional data sets that may be used in responding to requests for information about CDBG performance. Also, for some matrix codes, job-related national objectives, although allowed, are not listed, since it seemed highly unlikely that certain activities, such as Tree Planting, would result in the creation or retention of jobs.

It should also be noted that the matrix code assigned to an activity does not establish the activity's eligibility. An activity must be eligible in the accordance with the regulations at 570.201 through 570.207 (http://www.access.gpo.gov/nara/cfr/waisidx_04/24cfr570_04.html). Grantees need to refer to eligibility information in the regulations to determine an activity's eligibility; the matrix codes are simply used to categorize activities for reporting purposes.

PROPOSED ACCOMPLISHMENT UNITS: Report proposed accomplishment UNITS for single-year activities at the time an activity is set up in IDIS. Report proposed accomplishment UNITS for multi-year activities in the first year of the activity. If the proposed number of units is increased in subsequent years due to increased funding or other circumstances, the additional units proposed should to reported in the year in which the increase was identified. Report only the additional number of units proposed in a given year.

ACTUAL ACCOMPLISHMENT UNITS: Report actual accomplishment UNITS periodically, quarterly at a minimum, and at the completion of an activity. For each report year for multi-year activities, report only those accomplishments which have been achieved in that program year. That is, report only annual accomplishments for each year; do not report cumulative accomplishments and do not report accomplishments that have been reported in a previous year.

REPORT YEAR: Report accomplishments in the applicable program year, using the F11 key to add new report years, as necessary. Grantees should use F15 (Shift F5) and F16 (Shift F6) to toggle back and forth between the report years they have set up for an activity; HUD personnel use F17 (Shift F7) and F18 (Shift F8) to toggle between report years.

ACCOMPLISHMENTS NARRATIVE: Use the Accomplishments Narrative to more fully describe the progress that has been made toward achieving anticipated accomplishments. Grantees may want to cite the percentage of the activity that has been completed, explain undue delays, provide a timeframe for completing the activity and meeting a national objective, and/or explain the reason accomplishments have not yet been reported. For multi-year activities, grantees may want to describe progress made from year to year. When proposed and actual accomplishments for an activity are reported in another activity, to avoid double counting only report accomplishment data under one activity, then identify the HUD Activity Number for the activity in which the accomplishments are reported and explain the relationship of the activities.