Module 4: Disaster Recovery Grant Reporting

Module 4 Content Overview of DRGR Open an Account Action Plans Drawdowns Quarterly Reports

What is DRGR? How does info flow in DRGR? Overview What is DRGR? How does info flow in DRGR?

Overview—What is DRGR? DRGR is an online computer system for HUD staff and grantees. Grantees can use DRGR to: Submit information on activities funded under Action Plans (APs) and Amendments Group and track activities by Projects Create and approve vouchers to draw down funding for activities as needed Submit Quarterly Performance Reports (QPRs) HUD staff can review and comment on DRGR APs and QPRs

Overview—How Does Information Flow in DRGR? Grant and Activity Setup/Funding Activity Obligation & Drawdown Reporting A graphic with three boxes. The top graphic displays the text “Grant and Activity Setup/Funding”. An arrow points to the second box. The text of the second box displays the text “Activity Obligation and Drawdown.” An arrow points to the third box. The text of the third box displays the text “Reporting.”

Overview—How Does Information Flow in DRGR? (CONTINUED) Screenshot of the DRGR Grant Lifecycle – Proposed (Mockup) Flowchart.

DRGR ACTION PLAN / REPORTING PROCESS Grantee HUD DRAFT Original in Progress SUBMIT Submitted – Await for Review Action Plan First chart of five charts showing the relationship between Grantee, HUD, the Action Plan, and QPR. Q P R

DRGR ACTION PLAN / REPORTING PROCESS Grantee HUD DRAFT Original in Progress REJECT Rejected – Await for Modification SUBMIT Submitted – Await for Review Action Plan / EDIT Modified – Resubmit When Ready Second chart of five charts showing the relationship between Grantee, HUD, the Action Plan, and QPR. Q P R

DRGR ACTION PLAN / REPORTING PROCESS Grantee HUD DRAFT Original in Progress REJECT Rejected – Await for Modification SUBMIT Submitted – Await for Review Action Plan / EDIT Modified – Resubmit When Ready APPROVE Reviewed and Approved Third chart of five charts showing the relationship between Grantee, HUD, the Action Plan, and QPR. Q P R

DRGR ACTION PLAN / REPORTING PROCESS Grantee HUD DRAFT Original in Progress REJECT Rejected – Await for Modification SUBMIT Submitted – Await for Review Action Plan / EDIT Modified – Resubmit When Ready APPROVE Reviewed and Approved Fourth chart of five charts showing the relationship between Grantee, HUD, the Action Plan, and QPR. DRAFT Original in Progress REJECT Rejected – Await for Modification Q P R

DRGR ACTION PLAN / REPORTING PROCESS Grantee HUD DRAFT Original in Progress REJECT Rejected – Await for Modification SUBMIT Submitted – Await for Review Action Plan / EDIT Modified – Resubmit When Ready APPROVE Reviewed and Approved Fifth chart of five charts showing the relationship between Grantee, HUD, the Action Plan, and QPR. DRAFT Original in Progress REJECT Rejected – Await for Modification Q P R SUBMIT Submitted – Await for Review / EDIT Modified – Resubmit When Ready APPROVE Reviewed and Approved

Requesting a Grantee DRGR Account Send following information to CPD Field Office staff: User Name Grantee Address, Phone/Fax, and Email 6-digit number you can remember Your roles (a) Grantee System Admin, (b) Request or Approve Drawdowns CPD Field Office staff will forward authorized requests to DRGR_Help@hud.gov

https://drgr.hud.gov/DRGRWeb/ Logon to DRGR https://drgr.hud.gov/DRGRWeb/ Screenshot of the DRGR Login screen.

DRGR Release 6.3 Jan 2009 Unique User ID and PWs assigned and managed by HUD HQ DRGR staff DRGR Release 6.4 July 2009 HUD Single Sign-on - User ID and PWs assigned and managed across HUD systems A Screenshot of DRGR Release 6.3 (January 2009) and a second screenshot of DRGR Release 6.4 (July 2009)

Screenshot of the Disaster Recovery Grant Reporting System (DRGR) Welcome Screen.

Screenshot: DRGR system with the “action plan” options and “help” options circled in red. Use Main Navigation Bar to Select Module Use Module Navigation Menu links to select screens Use Page Help on Right or Help Index on Left

Main Navigation Bar vs. Module Links Link only shows for Grantee Admin Users Links show for ALL Grantee Users Search Voucher – Link shows for ALL Users Other Links – Only for Users with Draw Rights Screenshot: DRGR modules and descriptions of the four main functions: Admin, Action Plans, Drawdown, and OPR. Link shows for ALL Grantee Users

DRGR SYSTEM TIPS Navigate using DRGR Links Never use browser’s BACK button Logout using the Logout link in Utilities System times out after 20 minutes Save early, save often NSP grant numbers have “N” in 5th digit Example: B-08-UN-24-0110

Grantee Admin Module and Links Screenshot of DRGR System. The admin button and corresponding grant numbers are circled.

ADMIN – USER AUTHORIZATION HUD HQ staff set-up DRGR accounts for users. To create new accounts or reset passwords, contact HUD DRGR administrators. User name and passwords are both case sensitive. Passwords must be changed every 90 days. DRGR users are assigned a default password. The DRGR administrator can reset the account to this password when an old one is forgotten or expired. One or more grantee administrators is designated that can then assign or remove grantee users that are authorized to work on action plans and quarterly performance reports.

ACTION PLAN – KEY STEPS Add Plan/Confirm Grant Enter Narrative on Community- Level Needs Add/Edit Projects Add/Edit Activities

Adding an Action Plan – Confirm Grant Screenshot of the DRGR system. The Action Plan “View All” option and corresponding “over due” result are circled.

Screenshot: DRGR system shows the “Cofirm Grant” button circled in red.

Screenshot: DRGR system shows the “Save” button circled in red.

ACTION PLAN NARRATIVES DRGR Release 6.3 Jan 2009: Disaster Damage and Recovery Needs DRGR Release 6.4 July 2009: Appropriation Specific Narratives- Including NSP. Basic formatting – Bold, Italic, Underline, Bullets Screenshot of the form to enter information about disaster damage, recovery needs, areas of greatest need, and distribution and uses of the funds.

DRGR PROJECTS VS. ACTIVITIES Separate DRGR activities are required if there are any subawards, separate national objectives, DRGR activity types, or multifamily properties. Projects are used to group activities by categories such as major programs outlined in Disaster Recovery Action Plan (Housing, Econ. Devt, Infrastructure) or eligible use categories for NSP. Projects are entered first. Activities are entered second since they must be assigned to projects. Separate DRGR activities are required for if there are any subawards, separate national objectives, DRGR activity types, or multifamily properties. Projects are used to group activities by categories such as major programs outlined in Disaster Recovery Action Plan (Housing, Econ. Devt, Infrastructure) or eligible use categories for NSP. Projects are entered first. Activities are entered second since they must be assigned to projects.

PROJECT & ACTIVITY SET-UP There are two main paths and a variation on the 2nd path available to grantees in setting up projects: Path 1 – Grantees that have not yet entered any project-level data in the DRGR system, but know all their project and activity budgets. Path 2 – Grantees that have the grant amount in the “Bucket” or “Restricted Balance” project budget Variation – Grantees primarily states and urban counties making competitive awards, but have not made selections yet.

Path 1: Create project budgets first and assign each activity added to a project. Path 2 – Activities can be assigned to the “Bucket” or “Restricted Balance” project budgets. For any assigned to restricted, your CPD rep will have to work with you to re-assign activities and their budgets to approved projects. Variation – Grantees may include project and activities with know budgets, but will not add activities until these are known. Path 2 and the Variation will use the ADJUST PROJECT BUDGET checkbox on the Edit Activity – Page 1 Screen

ADDING/EDITING PROJECTS Screenshot of DRGR with Add and Search options circled in red.

Screenshot of DRGR Project screen.

Screenshot of DRGR search results.

Screenshot of DRGR with “View Action Plan” and “Add Activity” button circled in red.

New features in DRGR Release 6 New features in DRGR Release 6.4: Edit Activity Page shows blocks by HUD or Grantee System Admin Users When adding or editing an activity, you can specify the activity type by using a drop down menu. These include activities under the regular CDBG matrix code and additional disaster-specific activity types. You will also be asked to specify the national objective for the activity along with funding amounts, funding sources, and projected start/end dates. As project status changes, the Action Plan should be updated to reflect these changes. That is, are they in the planning stage, completed, or cancelled.

Select Project button launches SEARCH PROJECT screen New features in DRGR Release 6.4: Activity Grant Budget has title: Total Budget, Program Funds Screenshot of DRGR with “Total budget, Program Fund” and “Project #/Project Title” circled in red. Select Project button launches SEARCH PROJECT screen

Screenshot of DRGR with Select row header and corresponding field circled in red.

The system also requires performance measures, including beneficiary information by income levels. Beneficiary performance measures include persons assisted, households assisted and low to moderate income jobs. Other measures don't have LM breakouts. Some performance information such as households or persons assisted requires numbers for low income vs. moderate income beneficiaries.

Screenshot of DRGR showing a form that can be edited or saved.

If the general narrative has been saved for an Action Plan, users can add or edit an activity. New activities are added using the left button below the grant amount. Current activities are edited by selecting the link at the grantee activity number.

New features in DRGR Release 6 New features in DRGR Release 6.4: Grantee Can View Entire Action Plan with Activity Index by Project # and Download Print Version (PDF) Screenshot of DRGR with “Download Print Version” and the “Project #” and “Project Title” headings circled in red.

DRGR DRAWDOWNS Obligate funds to an activity Create a voucher Search for a voucher View a voucher or voucher line item Cancel a voucher line item Revise a voucher line item Approve or reject a voucher line item Revoke approval of a voucher line item Block an activity from drawdowns

Obligations Screenshot of DRGR with “Search Obligation” and “Drawdown” button circled in red.

Links to additional search results Screenshot of DRGR with pointers to the Search Results Activity Type headings and a pointer to the Links to additional search results links. Links to additional search results

Information about the selected activity Budget information Screenshot of DRGR Activity Obligation screen. Enter amount to be obligated

Screenshot of DRGR with the Save Amount button circled in red.

Select the date to submit to LOCCS Screenshot of DRGR with “Requested Submission Date” and “Add More Activities” button circled in red. Click this button to locate the activities to include in the voucher

Screenshot of DRGR with the “Create Voucher” option circled in red.

Select activities to include Screenshot of DRGR with a pointer to the “Select” field in the table.

Program Income selected as Fund Type Screenshot of DRGR with a pointer to the “program income selected as fund type” data cell in the table of the screen, and the continue button circled in red.

Enter drawdown amounts Click amounts to see how they were calculated New fields Enter drawdown amounts Click amounts to see how they were calculated Screenshot of DRGR with the voucher #, Created by, Available Amount column, Drawdown Amount column, and the Submit Voucher button circled in red.

Screenshot of DRGR with the Confirm Voucher button circled in red.

Screenshot of DRGR with the Voucher Created Successfully note circled in red.

Screenshot of DRGR with the “Select (All)” column and the “Action” column circled in red.

Screenshot of DRGR Drawdown screen.

QPRs

System Rules for APs and QPRs New QPRs may be submitted without the approval of prior QPRs, but may not be submitted if changes have been made to the Action Plan such as adding projects/activities, changing budgets, or changing performance goals.  Action Plan changes should be submitted in advance of QPR due dates to allow review of Action Plan changes.  If Action Plans are in approved status, grantees can continue to add and submit QPRs for approval regardless of the status of prior QPRs.  However, HUD staff must approve QPRs in order since the data is cumulative based on prior QPRs. Remember that adding new activities or change budgets or goals for old ones are made in Action Plans. This has to be done separately from reporting expenditures and accomplishments. It is VERY important to remember that the system has rules for Action Plans and QPRs which impact the ability of users to edit, submit or review QPRs. Unless an Action Plan is in approved status, QPRs are “locked down” so they cannot be edited until the Action Plans are approved. If a grantee user cannot edit a QPR, check the status of the Action Plan. Even minor edits made still have to be submitted and approved. This is because changes made in the Action Plan also change all QPRs that still need to be approved. Since Action Plans require a separate review than QPRs, this needs to be done in advance of submitting any QPRs for review. HUD suggests doing this at least a month ahead of the QPR date if possible. But it is important to remember that if Action Plans are already approved, QPRs can be created, edited, and even submitted regardless of the status of prior QPRs. The other key rule is just that QPRs have to be approved in order. This is because data in prior QPRs changes cumulative data display in subsequent QPRs.

Screenshot of DRGR system with the Add/Edit OPRs option circled in red.

Q P R – LIST OF REPORTS Once a grant year is selected, individual report due dates will be listed for viewing, editing, or adding new reports. The first quarterly report is due 30 days after the first full quarter after the grant agreement is signed. The system will generate a due date for the QPR after the last one created, but each one must be added by grantee staff on this screen. If a grantee stops adding QPRs, new prompts for due dates will not be generated. Grantees can add, edit and even submit QPRs even if prior QPRs are not yet approved, but the Action Plan has to be in approved status for new QPRs to be edited or submitted. Grantees can submit QPRs even if old ones are not approved, but since new QPRs have cumulative totals for financial and performance information, they can only be approved in chronological order.

Once a report is selected for editing, basic information will be displayed on the grant and contract. The start and end dates for the reporting period will also be displayed.

Staff contacts for the report are selected through a drop down option. In addition to progress on individual activities, there is space for an overall progress narrative as well as for new matching funds not related to individual activities. The progress narrative is especially helpful to report on status for activities before expenditures start such as # of contracts awarded/agreements signed, pending environmental review or procurement, etc. This can help to communicate why it doesn't look like progress isbeing made. The level of detail is up to the grantee. This space can also be used to report other accomplishments for programs that don’t fit into performance measures. These could include special accomplishments under the activity like community outreach or special performance measure accomplishments beyond standard measures.

Q P R - ACTIVITY LEVEL: Addresses and Accomplishments from Quarter Only The report will provide a list of individual activities identified in the action plan. Any changes to budgeted amounts or goals must be made in the action plan. Any change to the plan, however, requires the grantee to resubmit the plan for approval by HUD staff. The system also has the option of adding individual addresses for activities such as buyouts.

Read Only from Drawdown Module In the quarterly report, the accomplishments, drawdowns, new obligations, expenditures, match funds contributed, or program income received should be listed ONLY FOR THE QUARTER being reported. The computer will calculate all cumulative amounts from the current and prior reports. These amounts are not shown in this screen. It helps to print the prior QPR. Some DRGR users have put in the cumulative amounts themselves and this causes the funds obligated and expended to be above the budgeted amount when DRGR makes the calculations. This error will be carried through future reports and compounded if the the total amounts are reentered in future reports. If this happens, it is important to go back to the first report where this occurred and correct these errors. If errors go too far back and a correction is made in the current quarter for a prior period, please make a not of this in the activity level progress narrative. Read Only from Drawdown Module

Q P R – REPORT OUTPUT As with the action plan, the quarterly report displays some basic grant and contract information.

At the top of the report, the cumulative funding totals are displayed across activities for the quarter and to date. The system will also calculate required funding and benefit levels versus progress today. If the individual activities are correctly categorized in the action plan, the system will also display expenditures for cumulative public services, state administration, and overall admin / planning / TA to compare against caps.

The reports will also show expenditures and accomplishments by individual activities. In these, it is helpful to examine the cumulative totals for obligations and expenditures to ensure there are no errors in these amounts for this reporting period or prior periods.

HUD QPR LIST SCREEN When HUD staff review QPRs, they see screens that are different than grantee screens. They have the ability to review QPRs and enter comments when approving or rejecting them. They also have the ability to unapprove QPRs as needed.

Screenshot of DRGR Quality Performance Report Screen.

HUD QPR OVERALL PROGRESS COMMENT HUD staff can enter overall comments at the top of the screens for QPR review.

HUD QPR ACTIVITY COMMENT HUD staff can also enter in comments at the activity level. When HUD or grantees use the VIEW QPR option, these comments should display just below each activity profile.

DRGR Release 6.4 – Reports Module: DRGR Grantee and Field Users can download spreadsheets and/or PDFs of their grant data DRGR Release 6.4 – Reports Module: DRGR Grantee and Field Users can download spreadsheets and/or PDFs of their grant data Screen shot of the DCGR system with the action options circled in red.

For more information, email DRGR_Help@hud.gov. You can also find more information at http://www.hud.gov/offices/cpd/communitydevelopment/ programs/drsi/drgrs.cfm This concludes our presentation. For more information, call (202) 708-3857 or email DRGR_Help@hud.gov. You can also find more information on the Disaster Recovery CDBG program at http://www.hud.gov/offices/cpd/communitydevelopment/programs/drsi

DRGR Resources DRGR FAQs with NSP Updates User Guide for DRGR Drawdowns, Release 6.3 Mid-Course Adjustment for Entering NSP Eligible Uses, Eligible Activities, and NSP Grant Information in the DRGR System DRGR Updates – New Features/Upcoming Releases

Module 4 Summary Overview of DRGR Open an Account Action Plans Drawdowns Quarterly Reports