Three Things Every PHA Needs to do Before the PIC-to-HIP Transition

There’s a lot of buzz about HUD rolling out the Housing Information Portal, known as HIP. This system is being developed to replace the current IMS/PIC and is designed to significantly reduce the administrative burden on PHAs, reduce the frequency of system outages, and allow agencies to complete more work within their own systems.??

The goal of this new system is to simplify the collection and management of critical data, including HUD-50058 tenant data, public housing building and unit inventory, and HCV HAP information. HIP is also essential for PHAs to fully implement and be compliant with the HOTMA final rule, which you can read more about here.?

There will be an official transition date when PHAs will no longer be able to access IMS/PIC and should expect a period of approximately two months in which neither system is available. While that sounds like a lot and might induce a little panic, don’t worry! During this time, HUD will not enforce the reporting requirements for the applicable notices. And there are things you can start doing now to get your PHA ready for this transition.??

Let’s take a look at what a few of those things are and how you can get ahead of the game.??

Key Actions PHAs Can Take Now to Prepare for HIP and HOTMA

1. Streamline Verification Processes

To ease the transition, PHAs should begin adopting new procedures to streamline their verification processes to align with the HOTMA final rule. By implementing the following practices, you can ensure smoother operations:?

• Accept third-party documents dated within 120 days of receipt.?

• Use an award letter from the appropriate year for benefits that are set annually.?

• Allow self-certification of Social Security Numbers (SSNs) where applicable.?

It’s important to note that any changes in your processes or procedures will also require an update to your Administrative and/or ACOP plans which leads us to our next point…?

2. Update Policies, Procedures, and Training

Preparing your agency’s policies, procedures, forms, and communication plans to align with HIP and HOTMA requirements is crucial. Then you need to make sure your entire team is trained on all the shiny new things.??

And you cannot wait until the transition date to start.??

We understand fully what a big task this is. Updating your policies and procedures or training your entire staff would be huge undertakings on their own. Throw this transition into that mix and you have a recipe for all out chaos. But it doesn’t have to be that way. If you take care to implement the necessary updates to your policies, procedures, and workflows and tackle the training now, while things are still operating normally, you can ensure everyone is ready for the changes. This proactive approach will maximize the amount of time you have to get things in order and then also minimize disruptions and ensure compliance once HIP is fully operational.??

3. Review and Correct IMS/PIC Data

Prior to the transition to HIP, all PHAs must review and correct their data in IMS/PIC. This includes:?

1. Reviewing physical inventory data for all buildings and units.?

1. Entering necessary corrections to ensure accuracy.?

1. Completing the building and unit submission and approval process to meet HUD requirements.?

1. Correcting all fatal errors as soon as possible to ensure they are all cleared prior to the transition.??

Taking these steps will not only facilitate a smooth transition to HIP but also ensure your PHA remains compliant with HUD’s evolving regulations making it easier for you to stay on track during the transition period. By being proactive, you can reduce the risk of errors and administrative burden, positioning your agency for success under the new system.?

Stay Ahead with HIP and HOTMA Compliance

At this point, you might be trying to figure out how you are supposed to find the time or the manpower to make all these updates, keep your PHA operating as needed, and make sure you are doing it all correctly.??

We got your back!?

Whether supporting teams with waitlist management, document processing, recertifications, admin plan revisions, SEMAP prep, or operations processing, AMA HCV teams provide premier customized support to PHAs. We make it our business to ensure our experts are always up to date on all regulatory changes. When you let us help, compliance is always guaranteed!??

As the full implementation of HOTMA approaches, leveraging the HIP system, and every resource you have available to you, will be vital for PHAs to manage their operations efficiently. By streamlining verification processes, updating your policies and procedures, and ensuring data accuracy, your agency can stay ahead of the curve and meet the demands of the ever-evolving housing industry.?