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2023-CH-0004-002-A
Status
Closed
Date Issued
May 30, 2023
Closed Date
September 20, 2023
We recommend that the Deputy Assistant Secretary for REAC determine whether PHAs are required to perform annual inspections on 100 percent of their public housing units annually and issue clarifying guidance to all PHAs.
OIG Component Office
Audit
Program Office
Public and Indian Housing
Questioned Costs
$0.00
Better Funds Use
$0.00
Priority
No
Sensitive
No

Related Recommendations

Key Details
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  Open
  Closed
Funds Put to Better Use
Funds Put to Better Use

Recommendations that funds be put to better use estimate funds that could be used more efficiently. For example, recommendations that funds be put to better use could result in reductions in spending, deobligation of funds, or avoidance of unnecessary spending.

Questioned Costs
Questioned Costs

Recommendations with questioned costs identify costs: (A] resulting from an alleged violation of a law, regulation, contract, grant, or other document or agreement governing the use of Federal funds; (B] that are not supported by adequate documentation (also known as an unsupported cost]; or (C] that appear unnecessary or unreasonable.

Sensitive
Sensitive

Sensitive information refers to information that could have a damaging import if released to the public and, therefore, must be restricted from public disclosure.

Priority
Priority

We believe these open recommendations, if implemented, will have the greatest impact on helping HUD achieve its mission to create strong, sustainable, inclusive communities and quality affordable homes for all.

Public and Indian Housing

  • Closed on March 26, 2024

    Develop and implement a nationwide inspection review protocol, which includes but is not limited to (1) whether field office staff should mark verification of PHA corrections of life-threatening deficiencies in PASS or any future tracking systems, (2) acceptable documentation for offsite verifications, and (3) whether field office staff should discuss or verify corrections of non-life-threatening deficiencies.


    Corrective Action Taken

    HUD's Office of Field Operations (OFO) created a protocol describing how it would perform quality control reviews of field office oversight of PHAs’ corrections of life-threatening deficiencies. The implementation of this recommendation resulted in HUD creating a protocol that established consistency in the way HUD field office staff monitored public housing agencies’ corrections of life-threatening deficiencies.

  • Closed on April 02, 2024

    Develop and implement training for field offices that addresses reviewing or following up with PHAs about the correction of life-threatening and non-life-threatening deficiencies and how (1) to review physical inspection reports to effectively ensure that PHAs correct physical deficiencies, (2) PHAs should address or correct each type of deficiency observed in the REAC physical inspection report, and (3) to use PASS or any future tracking system.


    Corrective Action Taken

    As part of the agreed upon management decision, HUD stated that it would provide dates of office hours and specific training related to NSPIRE and the expectations for all types of defects as evidence to close this recommendation. These events will cover: 1) reviewing physical inspection reports to effectively ensure that PHAs correct physical deficiencies, (2) how PHAs should address or correct each type of deficiency observed in the REAC physical inspection report, including life-threatening and severe defects (formerly known as EHS under UPCS) as well as the non-life threatening type, and (3) to use PASS or any future tracking system. Additionally, HUD would provide evidence that training occurred such as logs, sign in sheets, screenshots of total Teams meeting attendees, etc., and copies of the training materials used such as power point slides or meeting handouts.

    However, to close the recommendation, HUD provided only a screen print showing that 257 attendees participated in a one-hour training session, held via TEAMs. It did not provide copies of training materials, handouts, or power point slides. Additionally, HUD also did not provide evidence that it has scheduled or held office hours allowing staff to join and ask questions related to life-threatening deficiencies. Therefore, OA objects to the closure of this recommendation.

  • Closed on March 26, 2024

    Implement a system to track field office inspection review activities and create a repository for the support documentation collected to verify the correction of life-threatening deficiencies.


    Corrective Action Taken

    HUD’s Office of Field Operations (OFO) had created a quality assurance tracker as well as a life-threatening deficiency tracker, which contained data specific to the inspections selected by OFO HQs, for quality assurance reviews. The documentation (photographs, work orders, etc.) of the life-threatening deficiency correction was maintained in HUD’s NSPIRE Salesforce system.

    Implementation of the recommendation resulted in HUD creating a system to track HUD field offices’ verifications of PHAs’ corrections of life-threatening deficiencies.

  • Closed on September 20, 2023

    If REAC determines that 100 percent annual self-inspections are required, establish specific guidance to address the number of units and frequency of PHA self-inspections. If not required, REAC should evaluate whether HUD’s rationale for inspecting a statistical sample rather than 100 percent of public housing units remains appropriate.

  • Develop and implement a nationwide protocol for field offices, describing how PHA self-inspections should be reviewed, based on REAC's determination of the number and frequency of PHA self-inspections.


    Status

    The OFO is working on the protocol/job aid and will keep OIG updated on progress made. The final action target date is August 15, 2024.


    Analysis

    To fully resolve this recommendation, HUD must provide evidence that demonstrates it developed a nationwide protocol and implemented it across all HUD field offices.