The Grants Management Process (GMP) Cycle is the model used by HUD's Office of Community Planning and Development to oversee its housing and community development programs, including CDBG, HOME, ESG, and HOPWA.
IDIS is an integral part of the GMP since it allows HUD and grantees to access information needed at each step in the cycle. Thus, grantees should keep their information in IDIS current so that their performance may be reviewed and assessed appropriately at each step in the cycle.
The GMP is considered a "cycle" because the implementation and monitoring of program activities is continuous. HUD awards new funds each year to grantees, funds are carried over from prior year grants, and grantees continue to carry out program activities.
This cycle can be seen as consisting of six phases: Consultation, Plan Review and Assessment, Consolidated Annual Performance and Evaluation Report (CAPER), Annual Community Assessment (ACA), Annual Comparative Review (APR), Performance Management.
Phase 1: Consultation
Consultation allows HUD and grantee representatives to discuss prior year performance and general performance related to the Consolidated Plan. In preparation for the Consultation, HUD uses information grantees have entered into IDIS as well as information from onsite monitoring visits.
Phase 2: Plan Review and Assessment
During this phase, HUD reviews each grantee's Consolidated Plan and Annual Action Plan to assess if proposed actions are consistent with the needs identified within the Consolidated Plan. Based upon information available in IDIS on beneficiaries and accomplishments, HUD can assess if proposed activities would address the long-term strategies in its Consolidated Plan.
Phase 3: Consolidated Annual Performance and Evaluation Report (CAPER)
IDIS has several reports that can help a grantee comply with end-of-year reporting requirements. These reports contain important financial information, status of activities, and data on the persons benefiting from the grantees use of federal funds. They also contain information that grantees must make available to the public as part of their CAPER .
Phases 4 & 5: Annual Community Assessment (ACA) and Annual Comparative Review (ACR)
During these phases, HUD uses information from IDIS to assess a grantee's performance. It also uses the information to complete a Program Year Review Letter that is sent to the grantee. By reviewing IDIS reports, HUD can compare the performance of all grantees within its jurisdiction. This comparative assessment allows HUD to more effectively target technical assistance and monitoring activities.
Phase 6: Performance Management
At any time during the year, HUD may monitor grantees to determine if programs are being carried out according to the rules and regulations that apply to them. IDIS provides important information to help HUD determine performance levels. For example, it can help HUD identify issues such as low HOME commitment ratios, CDBG spending timeliness, and projects that are getting off the ground too slowly.