RAPID External User Guide

RAPID 4.0 USER MANUAL APRIL 2011

PASSPhysical Assessment Subsystem

User Manual

Contractor Management

Physical Assessment SubSystem (PASS) RAP – Contractor Management

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TABLE OF CONTENTS

TABLE OF CONTENTS .......................... ii

LEGEND: .........................................iii

Acronym List ..................................... iv

General Information........................... 5

OVERVIEW...................................... 5

Uniform Physical Condition Standards (UPCS) 5

PURPOSE ........................................ 8

System Summary ............................... 9

Security .......................................... 9

System Interaction ......................... 9

Hardware ....................................... 9

Reverse Auction Process Application 10

Found Error(s)............................... 11

Found No Error(s) ......................... 11

RAP Participant Approval ................. 12

Denial of RAP Application ............ 12

Logging into Secure Systems............. 13

Completing Your Application ............ 15

Attachments................................. 16

Resetting Your Password.................. 17


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LEGEND:

Black Arrows { } are usedto indicate instructional steps to perform

Action words (click, check, etc.)indicating a specific step will be in bolditalic font

Black Dotted Arrows { }are used to indicate transition to thenext step

Red Dotted Arrows { } areused to indicate areas of interest

Blue Star: data fields with a blue star arerequired in order to save your data


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Acronym List

EHS – Exigent Health & Safety

HUD – U.S. Department of Housingand Urban Development

MF – Multi-Family

NA – Not Applicable

NOD – No Observed Deficiencies

OD – Observed Deficiencies

PASS – Physical Assessment SubSystem

PIH-REAC – The Office of Publicand Indian Housing, Real EstateAssessment Center

RAPID – Record and ProcessInspection Data

TAC – Technical Assistance Center

TBD – To Be Determined

UPCS – Uniform Physical ConditionStandards

WASS – Web Access Security System


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General Information

OVERVIEW

The Office of Public and Indian Housing,Real Estate Assessment Center (PIH-REAC), administer HUD’s PhysicalInspection Program. The purpose of thePhysical Inspection Program is to assess thecondition of properties for which HUD has aninterest or obligation.

In addition, the physical inspection programprovides HUD with the ability to assesswhether its properties are in a safe, decent,sanitary condition and in good repair. HUDuses the results to assess the overall conditionof portfolios currently under its jurisdiction.HUD physical inspections are:

Objective Consistent Comprehensive A means to assist HUD to prioritize &

direct its resources

Uniform Physical ConditionStandards (UPCS)

The UPCS are the foundation of HUD’sPhysical Inspection Program. The UPCS:

Identifies the 5 inspectable areas andexigent health and safety hazards

Establishes standardized definitions forInspectable items

Is the basis for electronic inspections viaUPCS software

Provides uniform, objective protocol forperforming inspections of all propertytypes

Provides the foundation for traininginspectors

The Physical Assessment Subsystem

Figure 1: The “Five Inspectable Areas of a Property” that an Inspector is required toinspect.



The PIH-REAC is responsible for capturing,standardizing, improving, and evaluating datafrom the portfolio of properties for whichHUD has a financial interest or statutoryobligation to monitor. The REAC assessesthe following areas:

Physical Condition, Financial Condition, Management Capability, and Tenant Satisfaction Surveys

for Public Housing and Multifamilyproperties.

The Physical Assessment Subsystem (PASS)provides the means to assess the physicalcondition of properties in the HUD portfolio.PASS is the cornerstone of the PIH-REACsuite of products and is the largest mostcomplex subsystem in the inventory

PASS collects data and reports the actual stateof repair and habitability of the real property.While continuous physical assessment ofHUD insured/assisted properties using theUniform Physical Conditions Standards(UPCS) forms the core of PASS operations,several pre-inspection and post-inspectionsupport functions are also critical for PASSoperations.

The inspection process for each group ofproperties spans 5 months, begins withidentifying the properties to be inspected, andculminates in the release of inspection resultsto property stakeholders via NASS for publichousing (PH) and iREMS for multifamily(MF) properties.



During the inspection process, PASS users’setup auctions for PH and MF inspections,order inspections, coordinate with the ReverseAuction Program vendor for auction servicesand data exchange, review uploadedinspections, process appeals and approvepayment to inspectors/inspector contractors.

In addition, PASS must facilitate the training,administration and management of the nation-wide cadre of certified inspectors whoperform the physical inspection.

The management and facilitation of thesecomplex processes requires a robust andcomprehensive enterprise system. RAPID(Record and Process Inspection Data), is thevehicle by which PASS ensures that its data ismonitored effectively, graded accurately, andreportable as required. As a centrallyintegrated data repository, RAPID’s coreresponsibilities are spread across severalmodules. Specifically:

Contractor Management

Inspection Oversight

Ordering Inspection

Scheduler

Public Scheduler

Inspector Management

Exigent Health and Safety (EH&S)

Inspection Management



PURPOSE

REAC is an information-intensive operationresponsible for assessing the performance ofentities managing or owning housing in whichthe Department has a financial interest or astatutory obligation to monitor. PASS isREAC’s biggest system, and its data is themost scrutinized.

RAPID is a centralized enterprise system,designed to support, manage, facilitate, reportout, and analyze all functions relating to thephysical inspection process for PASS. Thepurpose of this manual is to provide asystematic approach for executing thesefunctions.

These functions include, but not limited to:

tracking inspection entities and inspectioncontracts

creating inspections

maintaining property profiles

scheduling inspections

scoring inspections

reviewing inspections

reporting inspection results

inspector management

analyzing inspection trends



System Summary

Security

The security considerations will followREAC’s Web Assessment Subsystem(WASS) standard security measures. Usersare required to login via Secure Systems(WASS) to access PASS data. In order toperform specific functions within RAPID,users must have the requisite systemprivileges (roles and/or actions).

System Interaction

The following lists entities, which containssome level of integration with RAPID:

Web Assessment Subsystem (WASS)

Real Estate Management System(iREMS)

PIH Information Center (PIC)

Hardware

To operate this application, REAC standarddesktop computers for end-users within HUDOffices will suffice. For others, conductinginspections, laptops utilizing WinXP orgreater will allow you to utilize thisapplication.



Reverse Auction Process Application

The “Contractor Management” module is thefirst step taken in order to participate in theRAP (Reverse Auction Process) conducted byHUD.

In order to become a contractor, you mustfirst register for a Participant Id/OrganizationId:

1. Go to the following HUD internet link, oryou can click directly from this page ifyou are reading this online.

You will be taken to the “Participant Profile”page.

2. Complete all of the required fields in eachsection; they will have blue asterisks nextto them.

Please Note: the name of each field is ahyper-link that will provide a “Help” dialogbox when clicked

3. Review the information that you haveentered.

4. Review the warning regarding the“Misuse of Federal Information”

5. Check the acknowledgement box

6. Click “Continue”

Once you click “Continue” if there are noerrors, next will be the “Participant ProfileReview” page.

https://hudapps.hud.gov/public/pass/cm/applyParticipant.action

Remember to reviewthe “Point ofContact” statement



As an added level of quality assurance anddata accuracy, you must review the data thatyou have supplied before submitting it toHUD.

After your review, you will do one of thefollowing if you:

Found Error(s)

Click the “Edit” button

Correct/update the information inquestion

Click the “Continue” button

Review your updates

Click the “Submit” button

Found No Error(s)

Click the “Submit” button

Once you click the “Submit” button and thereare no errors, the system will provide youwith a confirmation number, also known as a“Participant ID” or “Organization ID” foryour records.

In addition, the system will inform you thatupon HUD’s review of your request, you willreceive additional instructions/questions viaemail.



RAP Participant Approval

Once your application is approved, you willreceive an email. The email will provide yourParticipant Id/Organization Id and furtherregistration guidance.

Denial of RAP Application

In the event that your RAP application isdenied you also will receive an email,however, this email will provide a detailedexplanation why as well as steps to correct theissue.

When you re-apply, you will receive the same“Participant ID.”

If you have any issues or concerns at any time during the applicationprocess or once you are an approved HUD RAP Contractor, please feel freeto contact the RAP unit at: [email protected]



Logging into Secure Systems

To access HUD’s Secure System:

1. Type the following URL in your browser,if you are reading this online, click on thelink.

2. Click on the link entitled “Login here”

3. Input your user ID

4. Input your Password

5. Click “Login”

Secure Systems will now take you to its“HUD’s Rules of Behavior” page.

Read the “Legal Warning” and the “WarningNotice” as well as the “Message of the Day.”

Once you have reviewed the postedinformation:

6. Click the “Accept” button.

Secure Systems will now take you to the“Main Menu.”

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/online



From Secure Systems’ “Main Menu”

7. Click on the “Physical AssessmentSubsystem (PASS) hyper-link

Secure Systems will now take you to the“Physical Inspection Main Menu”

8. Click on the “PASS – New System”hyper-link

Congratulations – you have now logged intothe new PASS application!!!

The first time that you log into PASS, theapplication will request your “UserPreferences.”

9. Once you have indicated yourpreferences, click “Save Preferences”

Please note: after you click “SavePreferences”, the system will return to thispage.

To access any specific module within PASS,simply click on the quick-link located on theleft side of the page.

10. Under the “Contractor Management”header click the “Profile” quick link

PASS will take you to the “Profile List” pagefor contractors.



Completing Your Application

On the “Profile List” page, you will see atable listing:

Your “Participant ID Legal Name of Entity (your company) TIN Status of your application

Please Note: if your username is connected tomore than one company, all will be listed onthis page.

1. Click on the red hyper-link of yourcompany’s name.

The “Contractor Profile” page opens. Thispage contains all of the additional informationthat you will be required to submit to HUD tobegin the review of your application.

2. All fields with a blue asterisk are requiredand must be completed in order to submityour application.

Please Note: if you require additional time tocomplete the application, you can click the“Save” button. Your data will be saved in“Draft” form; it will not be submitted forreview to HUD for validation until you clickthe “Submit” button.

3. Click the “Submit” button when you areready to send your application into HUD.

Please Note: you can also attach supportingdocumentation such as insurance papers byclicking on the red hyper-link entitled“Attach”



Attachments

In addition to the data supplied within theapplication itself, you will also need to attachsupporting documents such as your W-9 andproof of insurance.

1. Click on the red hyper-link entitled,“Attach”

The “Attach Supporting Documents” dialogbox will open.

2. Click on the “Type” dropdown to indicatewhether the document is your W-9 orInsurance Certificate

3. Click on the “Browse” button to look forthe specific document on your computer;you also have the option of providing adetailed description

4. Click the “Attach” button

PASS has now attached your documents toyour RAP application.

After you click the “Submit” button, you willreturn to the “Profile List” page. Here youwill see that the status of your application haschanged from “Draft” to “In Progress.”

Submittal of your application for validationhas now rendered your information “readonly”:

Click on your company’s name All information is now read only Click the “Cancel” button

Upon review of your documentation andvalidation of your CCR status with the IRS,you will receive an email from HUDindicating approval to conduct business as acontractor for the agency. Congratulationsand good luck.

If you have any issues or concerns at any time during the applicationprocess or once you are an approved HUD RAP Contractor, please feel freeto contact the RAP unit at: [email protected]



Resetting Your Password

Secure Systems allows for passwordresets for external users throughthis link

https://hudapps.hud.gov/reac/wass/resetPwd.html

External users can reset their ownpasswords (assuming that theiremail address is correct in SecureSystems.) Users must know theirUser ID (M Id) and must provide thesame information that they providedat registration (first name, lastname, social security number, andmother's maiden name.)

Internal users must contact the TACto have their passwords reset,since WASS is prevented fromupdating credentials in ActiveDirectory.