Questions about the Web Reporting System

Questions about 'Expended Funds’:
On Form 4, I added an amount of expended funds per strategy that exactly matches the figures reported on Form 1. Yet the Review Tab still shows an error. Specifically, it indicates:
“There are no "Expended Funds" records for the "Homebuyer Assistance" strategy listed under the Distributed Funds' "Home Ownership" section on Form 1.”
Please provide guidance.

Answer:
This is a result of an update Florida Housing has made to the web annual report. Florida Housing has now programmed the web system to total up the expended funds for each strategy. Now, a “Summary by Strategy” total appears at the end of the list of expended funds you have added to Form 4.

The error in this case is caused by the fact that this jurisdiction labeled a strategy “Homebuyer Assistance” on Form 1, but called it “Purchase Assistance” next to the name of each buyer listed on Form 4. In order for Florida Housing’s new programming to work properly, the name of each strategy must be identical on Forms 1 and 4. Pay attention to capitalization, since this also makes a difference. In this case, the jurisdiction decided to change the strategy name on Form 1 to “Purchase Assistance” and the error message disappeared.


Question:
I am having difficulty logging onto the webpage for the Annual Report. Please provide guidance.

Answer:
To log on, go to the following webpage: https://apps.floridahousing.org/StandAlone/Extranet/
On the first occasion when a jurisdiction logs on to the web report, one must use the email address of the jurisdiction’s primary SHIP contact person. Identify the email address of the person who usually receives direct SHIP-related emails from Florida Housing. It is likely this email address that must be entered. The generic password to use is ‘password!’. Once logged on, you may add the email addresses of additional staff members who need access to the annual report. In the “User Administration” tab, click the button to ‘create a new user’. Each new user may choose to have a different password.


Question:
On the Form 2 question about rental units, I am having difficulty entering text. The information in this box disappears instead of saving when I click the ‘Save Changes’ button. Please provide guidance.

Answer:
When typing in the rental description, you must fill in all of the fields for Efficiency, 1 bedroom, 2 bedroom, etc. If you leave any field blank, the system will not save the rental description. If some of the unit mix data does not apply, enter 0.00 in the non applicable field.


Question:
I have just completed the data entry on my close out annual report. I went to the ‘Review’ tab, read through the ‘issues identified on the report’ and have corrected these errors. However the report status remains ‘unsubmitted’ and I cannot see how I am supposed to officially submit this report. Please provide guidance.

Answer:
You cannot officially submit your complete close out annual report until you also create complete and error-free reports for the first and second interim distributions. The ‘Review and Submit’ tab on the Second Interim report contains a ‘submit this report to FHFC’ button that will become activated once you have corrected all the identified errors on all three reports.


Question:
I have not yet completed all three of my annual reports. Yet I want to save to my computer a copy of the data I have entered. Is it possible to do this?

Answer:
Yes it is. In the upper right corner of the ‘Review’ tab, choose ‘Click here for a printer-friendly (PDF) copy of this annual report’. You may print this or save it to your computer. The upper right corner of each form also contains this print feature, in case you only want to print the data from one form. Once you have completed and submitted all three of your annual reports, this feature will allow you to save a copy of your reports. This is necessary, since the SHIP program requires you to make the reports available for public inspection and comment. You may also want to email the annual report PDFs to the lenders, contractors and other partners with whom you work.


Question:
When I attempt to ‘Click here for a printer-friendly (PDF) copy of this annual report’, I receive an error message. I am unable to open or save a PDF of my annual report. Please provide guidance.

Answer:
This feature requires users to have Adobe Reader version 8 or above on their computer in order to view or save a report PDF. Fortunately, this product is available for download from the Adobe site for free: http://get.adobe.com/reader/


Question:
Our jurisdiction has a new supervisor who will serve as our main SHIP contact person. How should I inform Florida Housing of this contact change?

Answer:
This may be done using the web reporting system. Change the information in the “SHIP Contact Information” tab, which asks for two types of contacts: 1) the staff person most directly responsible for creating the jurisdiction’s annual reports and 2) the jurisdiction’s main SHIP contact person. The latter name and phone number will be posted by Florida Housing on its SHIP contacts webpage.