CMS Benefits

Effectiveness
By automating client intake and financial analysis, a Client Management System Benefits (CMS) will standardize and improve the quality of HCA housing counseling.

Record Keeping Efficiency
Record keeping will be greatly simplified for counseling agencies by the automated intake and file creation made possible by a CMS. Counselors simply create and update client files through the CMS as counseling occurs, saving time and space.

Simplified Reporting
Creating electronic files will automate reporting, minimizing the time burdens of data collection and submission and improving the quality of data submitted. Electronic files allow HCAs submittals in required data fields at the touch of a button. The agencies will no longer have to report manually through HUD's Housing Counseling System (HCS).

Remote Monitoring
Electronic files will reduce the HUD's costs and reduce HCA monitoring burdens. Electronic files will allow for headquarter staff desk reviews, minimizing the need for frequent travel to agencies to fulfill monitoring requirements on-site. HUD's staff members currently travel biennially to each agency to sample files and conduct other monitoring activities.

Improved Data
CMS capabilities greatly expand and improve the quality and types of data available to HUD without increasing the reporting burden for counseling agencies. Counselors simply create and update client files via the CMS and client-level data is automatically submitted to HUD.

The lack of client-level data has long been a barrier to effective program evaluation and performance measurement. The aggregate data collected historically lacks sufficient detail for analyzing counseling results by subgroups or demographic characteristics. Client-level data represents a fundamental improvement in the quality of data available to program managers and evaluators. Automated systems permit:

• New and improved performance goals.
• Enhanced agency monitoring.
• More effective targeting of outreach, training and other resources.

Impact of Counseling
Client-level data will also allow HUD researchers to track and document the long-term impact of counseling on households. This data will help HUD justify program appropriations.

Reporting Requirements
All participating HCAs will be responsible for ensuring that required data fields identified in the Interface Control Document (ICD) are transmitted correctly and within stated deadlines via a HUD-compliant CMS.

Sensitive Information
HUD is taking every possible precaution for the secure electronic transfer of client-level data, including firewall protection, encryptions, and access security. The HUD CARS disclosure statement provides information regarding the confidentiality of client-level data.

Choosing a CMS
Several CMS vendors are working toward satisfying HUD's requirements and their systems have been successfully tested in interfacing with HUD's system. Counseling agencies are encouraged to learn about, and choose from, HUD's list of CMS compliant vendors.

Making a CMS HUD-Compliant
While HUD highly recommends that agencies use a CMS from HUD's list of CMS compliant vendors, agencies may wish to use their own internal client management systems. The CMS technician for these agencies should use the Interface Control Document (ICD). It provides technical guidance on how a CMS should be configured to properly interface with HCS, and a list of requirements a CMS must meet to be HUD-compliant. A compliant CMS must:

• Capture all mandatory data elements listed in the ICD for one or more unique types of counseling and education.
• Provide access to a loan product comparison tool that interfaces with client data captured by the CMS and include FHA-insured mortgage products as a loan product option. This requirement relates only to systems that cover counseling/education involving home buying or homeownership, such as loans.
• Provide tools/calculator to analyze financial and credit information.
• Include a text field in which counselors can input the counselor log and client action plan.
• Allow HUD limited access, in coordination with HCAs, to access all electronic client files to conduct agency monitoring.