Submitting bids in the Investment Management System Guidance ...

Submitting bids in IMS: Guidance for local authorities v1.2 Page 1 of 71

Submitting bids in the Investment Management System Guidance for local authorities Version 1.2

Version Date Issued Details

1.0 2/7/09 First issue 1.1 8/7/09 • New section (4.24) added on copying bids (page 51)

• Bid Data Pro Forma now added (Annex 2) (page 63)

• Sections from the Data Pro Forma have been added to the relevant sections in the guidance (various)

• Link to Whole Life Costs on-line calculator added (Section 4.21) 1.2 12/10/09 • New sectionStep 5A for local authorities who have already submitted bids in the

previous bid round

• Updated Annex 1 Security


INTRODUCTION............................................................................................................3

I) REGISTERING TO USE IMS...........................................................................................3 II) CONFIGURING YOUR NETWORK AND FIREWALL TO USE IMS.....................................................3 III) SETTING-UP USERS WITH APPROPRIATE AUTHORITIES IN IMS SECURITY.....................................4 IV) LOGGING ONTO THE SYSTEM .......................................................................................4 V) NAVIGATION IN IMS .................................................................................................8 VII) FURTHER INFORMATION/LINKS ....................................................................................9 VIII) USER SUPPORT.....................................................................................................9

STEP 1: CREATE THE IMS PARTNERSHIP........................................................................10

1.1 NAVIGATING TO THE PARTNERSHIP SCREEN ................................................................... 10 1.2. CREATING AN IMS PARTNERSHIP RECORD ................................................................... 11 1.3. ADDING ORGANISATIONS TO YOUR PARTNERSHIP ........................................................... 13

STEP 2: CREATE THE IMS AGREEMENT ..........................................................................16

2.1 NAVIGATING TO THE AGREEMENT SCREEN ..................................................................... 16 2.2 CREATING AN AGREEMENT....................................................................................... 17

STEP 3: ADD PROJECT (PART 1 OF A BID)......................................................................18

3.1 NAVIGATING TO THE PROJECT SCREEN ......................................................................... 18 3.2 CREATING A NEW PROJECT ...................................................................................... 18 3.3 PROJECT – SCHEME TAB ......................................................................................... 20 3.4 PROJECT – LOCATION TAB ....................................................................................... 21 3.5 PROJECT – DETAILS TAB......................................................................................... 22 3.7 VIEWING YOUR LIST OF PROJECTS .............................................................................. 24

STEP 4: ADD SUB PRODUCT (PART 2 OF A BID) ..............................................................25

4.1 NAVIGATING TO THE SUB PRODUCT ............................................................................ 25 4.2 THE DEFINE SUB PRODUCT SCREEN............................................................................ 26 4.3 DEFINE SUB PRODUCT – PRODUCT TAB ....................................................................... 27 4.4 DEFINE SUB PRODUCT - SUB PRODUCT ROUTETAB.......................................................... 28 4.5 DEFINE SUB PRODUCT SCREEN –COST AND CONTRIBUTION TAB.......................................... 29 4.6 DEFINE SUB PRODUCT – ANALYSIS TAB ....................................................................... 30 4.7 DEFINE SUB PRODUCT – HQI TAB ............................................................................. 31 4.8 SAVING THE DEFINE SUB PRODUCT DATA ..................................................................... 32 4.10 SUB PRODUCT MAINTAIN UNITS – UNIT DETAIL TAB ...................................................... 35 4.11 SUB PRODUCT MAINTAIN UNITS –SUPPORTED REVENUE TAB ............................................ 37 4.14 SUB PRODUCT MAINTAIN UNITS –RENT/SALES DATA TAB ............................................... 40 4.15 SUB PRODUCT MAINTAIN FORECAST.......................................................................... 41 4.16 SUB PRODUCT MAINTAIN FORECAST - SELECTING ACTIVE DEVELOPING, MANAGING AND OWNING ORGANISATIONS ....................................................................................................... 43 4.17 SUB PRODUCT MAINTAIN CODES ............................................................................. 45 4.18 SUB PRODUCT MAINTAIN CODES – BUILDING FOR LIFE................................................... 46 4.19 SUB PRODUCT MAINTAIN CODES – OTHER PUBLIC SUBSIDY – GRANT FUNDED ....................... 47 4.20 SUB PRODUCT MAINTAIN CODES – OTHER PUBLIC SUBSIDY – FREE OR DISCOUNTED LAND ......... 48 4.21 SUB PRODUCT MAINTAIN CODES – WHOLE LIFE COSTS .................................................. 49 4.22 VALIDATING THE SUB-PRODUCT .............................................................................. 50 4.24 COPYING BIDS ............................................................................................ 52 4.25 ADDING COMMENTS TO INDIVIDUAL SUB PRODUCTS ................................................. 56

STEP 5: SUBMITTING THE IMS AGREEMENT ...................................................................57

5.1 WITHDRAWING THE AGREEMENT................................................................................ 59

STEP 5A: SUBMITTING INDIVIDUAL BIDS ......................................................................61

ANNEX 1 SECURITY.....................................................................................................62

ANNEX 2 BID DATA PRO FORMA ...................................................................................66


Introduction This guide is for local authorities who are bidding for Social Housing Grant funding and provides step-by-step guidance on how to enter bids for funding in the Homes and Communities Agency’s Investment Management System (IMS). The most recent version of this guide is published at http://www.homesandcommunities.co.uk/help We recommend use of the electronic version of this guidance to make full use of the bookmarks in the document. i) Registering to use IMS Local authorities who are bidding for funding must register to use the Investment Management System. The registration procedures can be found at http://www.homesandcommunities.co.uk/new_user. Please note: Bids for Social Housing Grant cannot be submitted using a local authority’s existing three digit LA Code and IMS logon. In order to submit bids to the HCA, the local authority must submit a new IMS registration request to the HCA and a new citrix id, NP code and security administrator log-on details will be provided to the local authority. As part of the registration process, each local authority will have to nominate a primary security administrator who will then be responsible for creating user accounts for users from their local authority. ii) Configuring your network and firewall to use IMS Please refer to the connectivity guide sent to your Security Administrator. The connectivity guide details the necessary technical steps and procedures required to access the Investment Management System.


iii) Setting-up users with appropriate authorities in IMS Security In order to input and submit bids in IMS, the security administrator for each local authority must set-up a user/users in IMS Security with the correct security authorities attached to the User Id. There is no limit on the number of IMS users that each local authority can have. Guidance on how to add users will be sent to each local authority’s nominated IMS security administrator. A quick guide showing how to add users is also included in Annex 1 of this Guide. The Security Administrator needs to add the following IMS security authorities to a user in order for that user to be able to complete steps 1 to 5 in this guidance.

• URB Partnership Sign-Off (Step 1) • URB Maintain Forecast (Step 4) • Unregistered Body Maintain Agreement (Steps 2 and 5) • Unregistered Body Submit Agreement (Step 5) • Unregistered Body Submit Sub-Project (Steps 3, 4 and 6)

Please note that the Security Administrator does not have the authority within IMS to complete the 5-step process to submitting bids as set out in the guidance below. iv) Logging onto the system Once the local authority’s systems are all configured to use IMS: Start web browser and navigate to the URL https://www.housingcorp-online.org

Input citrix userid (8-digit numerical id) and password in the Login box in the screen below:


In the screen below, select DNS Users, Dial Up Users or Proxy Users as appropriate (consult your security administrator if not sure which folder to select).

The Applications list will then be displayed:


From the Application list select the icon to login to the Investment Management System or select the IMS Security icon to log into IMS security (for security administrators only). The following IMS Logon Screen will be displayed:

• Enter User Id (HC######)

• If logging in for the first time the password will be newpass

• If password is newpass then input and re-enter a new password (minimum 6 characters) and then select Change Password

• security administrator can reset passwords

Following successful input of User Id and Password in the logon screen above the screen opposite will be displayed. Type of Organisation and Code must be entered.

Please note: a bidding local authority is classed as an Unregistered Body within IMS so select the Unregistered Body check-box and enter the Organisation Code NP----. Once Organisation Type and Organisation Code have been entered, select Ok. The main IMS System Manager screen will open. This is the default screen displayed when a user logs in and all IMS applications and functions are accessed from this screen When logging into IMS, the System Manager screen initially displays details of workflow items relating to that organisation. An understanding of IMS workflow is not required in order to submit bids but further information and guidance on it can be found at http://www.homesandcommunities.co.uk/help


System Manager screen including workflow rows (no examples present)

To close workflow and return to the standard System Manager screen select the

exit from current window icon towards the top-left of the screen. The standard System Manager screen is then displayed without the workflow items:

System Manager screen without workflow items


v) Navigation in IMS All IMS functions are accessed from the menus in the System Manager screen:

Icons and buttons Hover the cursor over icons and buttons to see a description of what they do.

Exit Application icon The exit application icon appears in most screens. This will return you to the main IMS System Manager screen. Select this icon in the main System Manager screen above to exit IMS.

Minimize , Restore Down and Close icons These can be selected in the IMS windows in which they appear to minimize, resize and close that window.

The button Select to close the current window.

Exit from the current window icon Select to close the current window and return to the previous/higher level screen Saving Data

IMS windows either have a Save icon or Save button Select either to save the screen/data. Highlight a record and right-click for menu options It is possible to view and select the menu options available in relation to each Partnership, Agreement, Project, Sub Product, Allocation, Scheme and Payment record in IMS by highlighting the row of the record and right-clicking for the menu:


vi) The 5 steps to submitting bids in IMS:

Please note: local authorities that submitted bids in the previous bid round should ignore steps 1, 2 and 5 and should submit all bids on an individual basis in this bid round (see new Step 5A in this guidance). vii) Further information/links This guidance covers how local authorities submit bids for Social Housing Grant using the Homes and Communities Agency’s Investment Management System. Further information for local authorities on the bid process can be found at:

http://www.homesandcommunities.co.uk/bidding_for_new_build

viii) User Support For help accessing the IMS system or to report a problem, please contact the helpdesk on 0845 300 4347. For bid queries, please contact the appropriate HCA Regional Office: http://www.homesandcommunities.co.uk/inyourarea

Step2: Create the IMS Agreement

Step 3: Add Projects (Part 1 of a Bid)

Step 4: Add Sub Products (Part 2 of a Bid)

Step1: Create the IMS Partnership

Step 5: Submit the IMS Agreement


Step 1: Create the IMS Partnership

If submitting bids for the first time in the current programme period (2008-11), local authorities will have to create a Partnership record in IMS. This Partnership record will be valid until 31st March 2011 and local authorities would be able to submit bids using this Partnership record if there are further bid rounds in this programme period. Local authorities who have already created the Partnership record and submitted bids in a previous bid round should proceed to Step 3.

1.1 Navigating to the Partnership Screen

From the IMS System Manager screen above, select Bids > Partnerships/Specialists:

In the subsequent Partnership Screen select Partnerships > Select


The following Partnership screen will be displayed listing all existing Partnerships for the local authority:

1.2. Creating an IMS Partnership Record In the Partnerships screen above, select the Create New Partnership icon:

The following Create Partnership screen will be displayed:

Create Partnership screen (not completed)


Name Enter a name for the Partnership and select Save. The system then automatically adds the local authority code in the list of Developing, Managing and Owning Organisations.

Once the Create Partnership Screen above has been saved the system returns to the Partnerships screen and the new Partnership record will be listed. Each partnership record has a unique ID number. For example, the partnership record number is 6965 in the example below:


1.3. Adding Organisations to your Partnership If a local authority wants to indicate that the units being bid for will ultimately be managed or owned by another organisation (e.g. an ALMO) then it is possible to record this as part of the bid as long as the other organisation is also registered to use IMS. In order to record this as part of your bid, it is necessary to first add the other organisation as a managing and/or owning organisation in the Partnership. In the Partnership screen below, highlight the row for the Partnership, right-click and select Edit Partnership:

Partnership menu obtained by highlighting the Partnership record and right-clicking


Use the Organisation Type drop-down menu in the screen above to select whether to add either Managing or Owning Organisation.

To add an organisation, select and then enter the code for that organisation.

Edit partnership Screen

To find the code, put the cursor in the code column of the new row and right-click. The following ‘Select Managing Organisation window is displayed:


It’s possible to input partial name as per below and select Find. The system will return all matches. Highlight the row for the correct entry and then press select:

The entry will now appear as per the screen below. Select save to save the details.


Step 2: Create the IMS Agreement

If submitting bids for the first time in the current programme period (2008-2011) each local authority will have to create an Agreement record in IMS. This Agreement record will be valid until 31st March 2011 and local authorities will be able to submit bids using this Agreement record if there are further bid rounds in this programme period. All bids (projects and sub products) should be added under this Agreement record. Local authorities who have already created the Agreement record and submitted bids in a previous bid round should proceed to Step 3.

2.1 Navigating to the Agreement screen From the System Manager screen select Bids > Partnership/Specialists > Partnership > Select> Double-click on the row for your Partnership, or highlight the row and right-click and select Review Agreement:

The following Agreements screen shows that there is no Agreement added to the Partnership yet:

Agreements Screen (with no Agreements listed)


2.2 Creating an Agreement

Select the Create New Agreement icon in the Agreements screen The following New Agreement screen will be displayed:

New Agreement screen (not completed)

Name: Enter a name for the Agreement (10 characters minimum) and select save to create the Agreement

New Agreement screen (completed)

The new Agreement will be displayed in the Agreements screen. Each Agreement record has a unique ID number. For example, the Agreement record number is 5781 in the example below:


Step 3: Add Project (Part 1 of a Bid)

• Projects represent the first of two parts of a bid for funding for a specific site. • There is no restriction on the number of separate Projects that can be input. All

projects under the single Agreement created in Step 2. • All data must be entered and saved before the project is created. 3.1 Navigating to the Project screen In the System Manager screen select Bids > Partnership/Specialists > Partnership > Select> double-click on the Partnership row > double-click on the Agreement row. The following Projects screen listing all projects should then be displayed:

Projects Screen (no Projects listed yet)

3.2 Creating a New Project

In the Projects Screen select the Create New Project icon . The following New Project screen will be displayed:


New Project Screen showing Scheme tab (not completed)

Name: Enter site name Location LA: The code defaults to the three digit code for your local authority. If the bid site is located in a different local authority, put the cursor in the Location LA field and then right-click to open the LA Search screen opposite. Partial Local Authority Code or Name information can be entered. Select Find and the search screen will return all records matching those partial characteristics. Once the Local Authority entry has been located highlight the row and select OK. The LA Search screen will close and the Project screen will be displayed with Location LA field populated with the code.


3.3 Project – Scheme Tab

Data/ field (Mandatory=M / Optional=O)

Answer Details

Project - Scheme Tab Are the Units part of Street-Fronted Infill (M)

Yes/ No

Growth Support Fund (M) Yes/No Not applicable to all local authorities. If not applicable then field is not available.

% Nomination Offered (M) Mandatory if Growth Support Fund = Yes


3.4 Project – Location tab


Answer Details

OS Coordinates X Y (M) X :

Y : Ordnance Survey X Y co-ordinates of the site

Postcode (O) Only a valid postcode format allowed Rural Unit (M) Yes/No

0-3000 Rural Unit Type (M) 3001-10000

Select population of rural settlement. Mandatory if Rural Unit = ‘Yes’

Rural Exception Site (M) Yes/No Mandatory if Rural Unit = ‘Yes’ Growth Point (M)

Not applicable to all local authorities. If not applicable then field is not available. Select from drop-down menu.

Growth Zone (M) Not applicable to all local authorities. If not applicable then field is not available. Select from drop-down menu.

Pathfinder and Priority Area (M) Not applicable to all local authorities. If not applicable then field is not available. Select from drop-down menu.


3.5 Project – Details Tab


Answer Details

Is this scheme for a Community Land Trust (M)

Yes/blank Select Yes if applicable or leave blank if not applicable.

Is there a planning obligation (S.106) in place relating to this site? (M)

Yes/No

Is there a developer contribution under a planning obligation (S106 agreement) either agreed, in negotiation or expected to the affordable housing element of this site? (M)

Yes/No Mandatory if planning obligation (S.106) in place = yes.

an economic appraisal of the site and proposed level of affordable housing; a signed S106 agreement;

Are you able to provide one of either : (M)

another form of validated assessment;

Mandatory if developer contribution = yes.

What is the amount of the developer’s contribution on the affordable housing element of this site? (M)

£ Mandatory if developer contribution = yes. Must be >=0.

Does this scheme include works to existing HA stock? (M)

Improvements to existing tenanted stock;


Improvements to existing vacant stock;

Major Repairs to existing tenanted stock;

Major Repairs to existing vacant stock;

Major Repairs to vacant stock previously funded via LASHG; No stock regeneration on site;

Green Field Brown Field

Is this a Brownfield or Greenfield site? (M)

N/A

Is this a strategic site? (M) Yes/No Site? (M) Mandatory if strategic site = Yes.

Please enter strategic Site name/details.

Screen with completed Details tab


3.6 Saving the Project Once date entry is complete in the project screens above, select Save. After Saving the project screen above, select Cancel and the system opens the sub-product screen for this project:

Sub Products Screen (with no sub products listed) 3.7 Viewing your list of projects From the System Manager screen select Bids > Partnership/Specialists > Partnership > Select> double-click on the Partnership row > Double-click on the Agreement row > the list of projects will then be displayed.


Step 4: Add Sub Product (Part 2 of a Bid)

Sub Products are linked to a Project and represent the second of the two parts of the bid. It is possible to have more than one Sub Product for a Project/site. 4.1 Navigating to the Sub Product From the System Manager screen select Bids > Partnership/Specialists > Partnership > Select> double-click on the Partnership row > double-click on the Agreement row > Double-click on the row of the Project. The following Sub Product screen will be displayed showing all Sub Products for that Project:

Sub Products Screen (with no sub products listed)

In the above Sub-Product screen select the new sub product icon to add a new Sub-Product.


4.2 The Define Sub Product Screen


Answer Details

Description (M) Please enter site name/address


4.3 Define Sub Product – Product Tab

Sub Product Screen showing Product tab (not completed)


Answer Details

New Build Works Only Acquisition and Works

Processing Route (M)

Package Deal (inc. Land)

If no acquisition costs then select New Build Works Only.

HC Grant Requested (M) £ HCA Grant. Must be >0. English Partnerships ref. no. (O) EP Initiative (M) Mandatory if English Partnerships

Ref. No. provided. Select EP initiative from drop-down menu.

Number of Units (M) Total number of units Number of Persons (M) Total number of persons


4.4 Define Sub Product - Sub Product RouteTab

Sub Product Screen showing Sub-Product Route tab (not completed)


Answer Details

Available Sub-Product Source (M) Select LA NewBuild (Round 2) July 2009 bid round is Round 1. October 2009 bid round will be Round 2.

Please tick here if this project has previously been submitted as a bid and rejected by the HC (O)

Check-box

Is this Social Rent bid a substitute for a previous HBYNB scheme (O)

Check-box.

Has this bid had comments via the National Clearing House (M)

Yes/No Select No as Not applicable to local authority bids. Please select ‘No’.


4.5 Define Sub Product Screen –Cost and Contribution Tab


Answer Details

OPS (Free/Discounted Land) (O) £ Please enter the value of any land provided by the local authority at nil consideration in this field.

OPS (Public Body Grant) (O) £ DPF contribution (O) Not applicable to local authority bids RCGF contribution (O) Not applicable to local authority bids Acquisition Cost (M) £ Only applicable if Processing Route: ‘Acquisition

and Works’ selected Works Cost (M) £ Must be >0 On-Cost (M) £ Must be >0 Borrowing (M) £ Please enter amount of Prudential Borrowing in

this field. Must be >=0 Own Asset (M) £ Must be >=0 Other (M) £ Must be >=0 Other Desc Description of Other amount source. Mandatory if

amount entered for Other.


4.6 Define Sub Product – Analysis Tab


Answer Details

Code for Sustainable Homes (M) Must be Level 3 or above Specific ethnic community? (M) Yes/No Targeted ethnic communities? (M) Mandatory if Specific Ethnic

Community = Yes. Communal Area (O) Yes/No Size of communal area (M) Metres squared. Mandatory if

Communal Area = Yes.


4.7 Define Sub Product – HQI Tab

Anticipated HQI scores must be submitted at bid stage and bids are evaluated based on these scores. A full HQI assessment is required to be undertaken prior to funding draw down and helps us to evaluate, compare and monitor the quality of housing developed. HQI assessments are recorded within IMS by inputting a HQI project relating to the bid. More information on Housing Quality Indicators is provided at: http://www.homesandcommunities.co.uk/hqi Copy/View HQI System – Select this button to view HQI projects if any have been input.


Answer Details

Indicator 5: Unit Size (M) Enter score Indicator 6: Unit Layout (M) Enter score Indicator 7: Unit Noise Control, Light Quality, Services (M)

Enter score

Indicator 9: Sustainability (M) Enter score Indicator 10: Building for Life (M) Enter score Total Score over all 10 HQIs (M) Enter score Certification: All homes for this sub product meet the HQI minimum criteria (M)

Yes/No


4.8 Saving the Define Sub Product data

Once the data has been input in the Define Sub Product screens in sections 4.2 to 4.7 above, select Save in the Define Sub Product screen and the Sub Product will be saved and displayed in the Sub Product screen below:

The text in the Sub Product row will be red while the Sub Product is not validated. Before the Sub Product can be validated the data entry (as set out in 4.9 to 4.21 below) for the bid must be completed. It is possible to enter partial data, save it and to complete the data entry at a later date. Please see 4.22 for details of how to validate the Sub Product.


4.9 Sub Product Maintain Units Further data for each type of unit within the bid must be entered at Sub Product level by selecting Maintain Units. From the Sub Products screen shown in 4.8 above, highlight the Sub Product and right-click for Sub Product menu, then select Maintain Units:

The following Define Sub-Product Units screen will be displayed which shows all of the unit types entered for the Sub Product:


In the Define Sub Product Units screen above, select the add new unit type icon The following Unit Type Entry screen will be displayed:


4.10 Sub Product Maintain Units – Unit Detail Tab


Answer Details

General Needs Supported Housing

What type of housing does this unit provide? (M)

Older People

If Supported Housing selected choose from: Purpose Designed Supported Housing

Designated Supported Housing

If Older People selected choose from:

Supported/Older People Housing Type? (M)

Housing for Older People

Mandatory if Supported Housing or Older People selected.


with All Special Design Features; Housing for Older People with Some Special Design Features;

Designated Supported Housing.

Total Grant on Unit? (M) £ No. Bedrooms per Unit (M) No. Persons Potential per Unit (M) No. Units (M)

Bedsit

Flat

House

Maisonette

Building Type Indicator (M)

Bungalow

Self Contained Shared

Shared or Self Contained? (M)

Shared and Self Contained

New Build New Build or Rehab (M)

Rehab

Mandatory if Acquisition and Works selected for Processing Route. If New Build Works Only selected then answer will default to New Build.

Community Self Build? (M) Yes/No Service By Lift? (M) Yes/No Meets Wheelchair Standards? (M) Yes/No

Elderly Families Singles

Type of family structure? (M)

Couples

OSM Hybrid;

Non-OSM Modern Methods of Construction;

Not Applicable; OSM Panelised; OSM Sub-Assemblies, Components & Others;

Methods of Modern Construction? (M)

OSM Volumetric;

OSM = Off Site Manufacture

Replacement for a recent, or to be demolished unit? (M)

Yes/No

Unit Size Metres Squared (M)


4.11 Sub Product Maintain Units –Supported Revenue Tab

This information is only applicable for Supported Housing units. Click on a row to select a Supported Revenue Source; Add Revenue amount in the Amount column.


4.12 Sub Product Maintain Units –Quality Codes Tab

Select a Quality Code by highlighting and clicking on a row. Deselect a Quality Code by clicking on an already-selected row.


Answer Details

A - Lifetime Homes Standard

B – Secured By Design C – Adaptable Roof Space provision

D – Considerate Constructors Scheme

E – Construction Skills Certification Scheme

F – Urban Design Compendium

G – CABE Enabling

Quality/Criteria Codes (O)

H – Not Applicable

More than one Quality/Criteria Code can be selected.


4.13 Sub Product Maintain Units –Client Groups Tab

Mandatory if housing type = Supported Housing Select a Client Group by highlighting and clicking on a row. Deselect a Client Group by clicking on an already-selected row.


4.14 Sub Product Maintain Units –Rent/Sales Data Tab


Answer Details

Value at Jan 1999 (M) £ Prospective Eligible HBSC (M) £ HBSC = Housing Benefit Service

Charge. Must be >=0 Prospective Non-Eligible HBSC (M) £ HBSC = Housing Benefit Service

Charge. Must be >=0 Practical Completion date (M) Prospective Rent pw (M) £

Saving the Sub Product Maintain Units Data Once the data is input in the Define Sub Product screens in sections 4.10 to 4.14 above, select Save in the Unit Type Entry screen to save the data.


4.15 Sub Product Maintain Forecast Bid Forecast and milestone information needs to be entered for each of the sub-products.

To access the forecast screen, highlight the sub-product in the Sub-Products screen, right-click to see the sub product menu and select Maintain Forecast

Sub Product menu with Maintain Forecast option highlighted The following Sub-Product – Maintain Forecast and Milestones screen will open:

Sub Product - Maintain Forecast and Milestones screen

Select the New Forecast icon and the following Enter Sub-Product Milestone Event screen will open:


Enter Sub-Product Milestone Event screen (not completed) Planning Consent – Date Field. Put cursor in the field and right-click to access the IMS calendar;

PC status – Select Planning Consent status from drop-down menu;

Planning Achievement button – If Planning Consent Date has already occurred then Planning Achievement must be completed. Select Planning Achievement to open a further Milestone Planning Consent Achievement screen. Input details of planning approval granted and the date planning was achieved.

Start On Site– Date Field. Put cursor in the field and right-click to access the IMS calendar;

Practical Completion – Date Field. Put cursor in the field and right-click to access the IMS calendar;

Save the screen once data has been entered. As there are still stages to be completed to validate Sub Product, a list of Errors will then be displayed with details of what remaining information needs to be added to complete the sub-product so it can be validated.

A further message will also be displayed stating that the Sub-Product Data Status is now set to ‘Invalid’.


4.16 Sub Product Maintain Forecast - Selecting Active Developing, Managing and Owning Organisations

Having saved the forecast data in the Sub-Product Milestone Event screen (section 4.14 above) a forecast entry will now be listed in the Maintain Forecast screen (accessed by right-clicking on the sub-product and selecting Maintain Forecast)

Sub Product – Maintain Forecast and Milestones screen with entry showing

Highlight the row and right-click to see the menu opposite. Select Update Active Organisation

The update active organisations screen will be displayed. This lists all Developing, Managing and Owning Organisations within your partnership.

Select the Developing, Managing and Owning Organisations for this bid.


To select Developing Organisation – Tick the Active check-box in Devleoping Organisation row.

To select Managing Organisation - tick the Active column to select the Managing Organisation. Enter the number of units and amount of grant for the bid as specified in the Sub Product.

To select Owning Organisation - tick the Active column to select the Owning Organisation. Enter the number of units and amount of grant for the bid as specified in the Sub Product.

Select the Save button to save the Developing, Managing and Owning Organisation Data. The window will close and return to the Maintain Forecast and Milestones screen.


4.17 Sub Product Maintain Codes

To access the Codes screen, right-click on your sub-product and then select Maintain Codes from the menu:

The following Define Sub-Product Codes screen will be displayed:

Double-click on a row in the above screen to open the window for that code.


4.18 Sub Product Maintain Codes – Building for Life


Answer Details

Building for Life – How many Building for Life Criteria does the scheme meet? (M)

Please enter number of criteria.


4.19 Sub Product Maintain Codes – Other Public Subsidy – Grant Funded

Add comment in the Comment box;

Use check-box to select OPS source code from the list;

Add OPS amount against each selection.


Answer Details

Other Public Subsidy – Grant funded (O)

Please select OPS source(s). Mandatory if OPS Grant funded amount entered in cost and contribution screen. Amounts must match.


4.20 Sub Product Maintain Codes – Other Public Subsidy – Free or discounted land

Add further details of any free or discounted land provided at nil consideration in the comment box;

Use check-box to select OPS source code from the list;

Add OPS amount against each selection.


Answer Details

Other Public Subsidy – Free or discounted land (O)



4.21 Sub Product Maintain Codes – Whole Life Costs

Use the check-box to select Whole Life Costs code from the list.


Answer Details

Cost less than 80% Costs equal to or greater than 80%

Whole life costs (M)

Not Applicable

Please see the online lifecycle costing tool at http://www.blpinsurance.com/default.asp?id=221. If you have any further queries on whole life costs please contact [email protected] .


4.22 Validating the Sub-Product

In order to check that the all the sub-product data has been entered correctly, highlight the sub-product in the Sub Products screen and right-click to see the sub-product menu:

Validate Sub-Product menu item

From the menu select Validate Sub-Product If there are no errors in the Sub Product then the following message will be displayed:

If there are any errors the system will display them in an errors window:


Validation Errors

Once any errors are corrected, validate the Sub Product again in order to change the Sub Product Status to Valid. 4.23 Printing the bid

Highlight the Sub Product, right-click and select Print/View Sub Product to produce a report containing the bid data:


4.24 Copying Bids

Once you have input at least one bid (project and sub product) in IMS it is possible to creat a new bid by copying the existing bid and then amending the details accordingly. This process should reduce the amount of data entry required when inputting multiple bids and can be repeated as many times as required.

To copy a bid

Highlight the project record, right-click to view the menu options and select Copy Project:

The following message is then displayed showing the new Project number (67001 in the example below):


The new Project then appears in the project list together with the Project which was copied:

Highlight the Project record, right-click to obtain the menu and select Maintain Sub-Products:

In the following Sub Products screen, select the Copy Sub Product icon highlighted in the screen below:


After selecting the Copy Sub Product icon, the following screen is displayed listing the Sub Products belonging to the original Project. Highlight the Sub Product to copy and choose Select:


The following comment window is then displayed. Please enter a comment and save:

The following message is displayed confirming that the Sub Product has been copied:

The new project (67001) and the new sub product (81361) can now be updated and then validated as normal.


4.25 Adding comments to individual Sub Products

To add comments to an individual Sub product, highlight the Sub product, right-click and select Apply Comment from the menu:

The following Add Comment screen is then displayed:

Add comments and then save. The saved comments will then be viewable via the Sub-Product Audit menu option.


Step 5: Submitting the IMS Agreement

Please note: Step 5 is only for local authorities who are submitting bids for the first time. Local authorities who have already created the Agreement record and submitted bids in a previous bid round should follow the procedure for submitting individual bids set out in Step 5A

Once all of the bids have been entered and validated (see 4.21 above) and the local authority is ready to submit the bids, this is done by submitting the IMS Agreement to the HCA. Submitting the Agreement will submit all valid bids within that Agreement. To submit your Agreement, go to the Agreement record (System Manager, select Bids > Partnership/Specialists > Partnership > Select> double-click on your Partnership row. In the Agreement screen below, highlight the Agreement record, right-click and select Agreement Status:

The following Agreement Status screen will be displayed:


Select Submit and the following Submit Agreement screen will be displayed:

Submit Agreement screen

Enter a submission comment in the upper dialogue box and press save. The Agreement, including all validated sub-products within the Agreement will now have been submitted to the HCA. In the Agreement screen, the Agreement status will have changed to Submitted. This marks the completion of the bid submission process.

Agreement screen showing updated Agreement status


5.1 Withdrawing the Agreement

If the local authority has submitted the Agreement and wishes to amend or add bids then it is possible to withdraw the Agreement prior to the close of the bids round, amend the bids and then resubmit to the HCA.

Highlight the Agreement, right-click and select Agreement Status:

The Agreement Status screen is then displayed:


Select the Withdraw button. The following Withdraw Agreement screen will be displayed:

Please include a comment on why the Agreement is being withdrawn and then select Save. The system will return to the Agreement screen.

Please note that the Agreement Status in the Agreement screen should now have changed from Submitted to New.

Local authorities can then amend and revalidate existing Sub Products and create new Projects and Sub Products. Once the bids have been finalised, return to Step 5 above to submit the Agreement again.


Step 5A: Submitting individual bids

Local authorities who have already created the Agreement record and submitted bids in a previous bid round must submit bids individually in any subsequent bid round. Once the individual Bid Sub Product is validated (see 4.22 above), highlight the Sub Product, right-click and select Submit Sub-Product. In the following Update Status screen select Submitted (New) in the Status field and add a comment (minimum 20 characters).

Select Save and the bid will be submitted. Please Note: it is not possible to withdraw the individual bid once it is submitted. When the bid has been submitted the Status will be set to New:


Annex 1 Security In order to enter Bids each local authority will need to set up users in IMS with the correct security authorities attached. The authorities required for entering bids are as follows: 1. Authorities required

URB Partnership Sign-Off URB Maintain Forecast Unregistered Body Maintain Agreement Unregistered Body Submit Agreement Unregistered Body Submit Sub-Project

2. Adding a new User 2.1 To add a new user, click the User Change Request button in the Security

System screen

2.2 The User Maintenance Screen below will be displayed. Select Request to add a new User. The NIP User Id (the new IMS User ID) is then automatically generated. Please take a note of this Id.


2.3 Click on the Next button to proceed to the Change Request to Add User screen. Security Administrators will see the screen below:

2.4 Enter the First name and Surname of the user in the appropriate fields.

2.5 Enter the user’s email address

2.6 Consultant Access check-box. Selecting this check-box will result in the user only having access to the HQI system. This allows Providers to grant access


to consultants to update HQI records without allowing access to other IMS records.

2.7 Click on the add new authority icon. An arrow will appear in the left-hand column of the first row of the Authority Description table. Click the down arrow in the authority description field to view all of the available authorities

2.8 Scroll-down the list until you find the appropriate authority and then click on

it to select it.


2.9 To add an additional authority select the add new authority icon and repeat the process to select an additional authority in the new row.

2.10 Continue this process until you have added all of the authorities you want to add for this user, each on a separate row.

2.11 If you have added any authorities in error or any duplicate authorities,

highlight the row for that authority and select the Remove an Authority icon. A cross will then be displayed in the left hand column of that row which indicates that the authority will not be added to the user.

In the example below, the URB Input Schemes, URB Maintain Forecast and URB Submit Schemes authorities will be added but the URB Input Payment Claims authority will not be added:

2.12 Once you have finalised the list of authorities to be added for this user,

select Save to submit the Add New User request to the Homes & Communities Agency. The following Information message will be displayed confirming the new user’s IMS id (HCxxxxxx), Name and the unique request number (102453 in the example below).

2.13 Requests to create new users will normally be authorised on the same day

by the Homes & Communities Agency. If you have any queries regarding the request please contact the helpdesk via the details on the IMS Help page http://www.homesandcommunities.co.uk/ .

2.14 Once the request has been authorised the new user will be able to access

log onto IMS with the new User Id and using the password newpass . Important! The new user must log-on using newpass on the same working day the new user request was authorised. If not, the user’s password will have to be reset the following day by the Security Administrator.


Annex 2 Bid Data Pro Forma Project (Part 1 of the Bid) Data/ field (Mandatory=M / Optional=O)

Answer Details

Project Name (M) Enter site name/address Project - Scheme Tab (3.3 page 19) Are the Units part of Street-Fronted Infill (M)

Yes/ No

Growth Support Fund (M) Yes/No Not applicable to all local authorities. If not applicable then field is not available.

% Nomination Offered (M) Mandatory if Growth Support Fund = Yes

Project - Location Tab (3.4 page 20) OS Coordinates X Y (M) X :

Y : Ordnance Survey X Y co-ordinates of the site

Postcode (O) Only a valid postcode format allowed Rural Unit (M) Yes/No

0-3000 Rural Unit Type (M) 3001-10000

Select population of rural settlement. Mandatory if Rural Unit = ‘Yes’

Rural Exception Site (M) Yes/No Mandatory if Rural Unit = ‘Yes’ Growth Point (M)

Not applicable to all local authorities. If not applicable then field is not available. Select from drop-down menu.

Growth Zone (M) Not applicable to all local authorities. If not applicable then field is not available. Select from drop-down menu.

Pathfinder and Priority Area (M) Not applicable to all local authorities. If not applicable then field is not available. Select from drop-down menu.

Project - Details Tab (3.5 page 21) Is this scheme for a Community Land Trust (M)

Yes/blank Select Yes if applicable or leave blank if not applicable.

Is there a planning obligation (S.106) in place relating to this site? (M)

Yes/No

Is there a developer contribution under a planning obligation (S106 agreement) either agreed, in negotiation or expected to the affordable housing element of this site? (M)

Yes/No Mandatory if planning obligation (S.106) in place = yes.

an economic appraisal of the site and proposed level of affordable housing; a signed S106 agreement;

Are you able to provide one of either : (M)

another form of validated assessment;

Mandatory if developer contribution = yes.



Answer Details

What is the amount of the developer’s contribution on the affordable housing element of this site? (M)

£ Mandatory if developer contribution = yes. Must be >=0.

Improvements to existing tenanted stock;

Improvements to existing vacant stock;

Major Repairs to existing tenanted stock;

Major Repairs to existing vacant stock;

Major Repairs to vacant stock previously funded via LASHG;

Does this scheme include works to existing HA stock? (M)

No stock regeneration on site;

Green Field Brown Field

Is this a Brownfield or Greenfield site? (M)

N/A

Is this a strategic site? (M) Yes/No Site? (M) Mandatory if strategic site = Yes.

Please enter strategic Site name/details.

Sub Product (Part 2 of the Bid)


Answer Details

Define Sub Product (4.2 page 25) Description (M) Please enter site name/address Define Sub Product - Product Tab(4.3 page 26)

New Build Works Only Acquisition and Works

Processing Route (M)

Package Deal (inc. Land)

If no acquisition costs then select New Build Works Only.

HC Grant Requested (M) £ HCA Grant. Must be >0. English Partnerships ref. no. (O) EP Initiative (M) Mandatory if English Partnerships

Ref. No. provided. Select EP initiative from drop-down menu.

Number of Units (M) Total number of units Number of Persons (M) Total number of persons Define Sub Product - Sub Product Route Tab (4.4 page 27)

Available Sub-Product Source (M) Select LA NewBuild (Round 2) July 2009 bid round is Round 1. October 2009 bid round will be Round 2.

Please tick here if this project has previously been submitted as a bid and rejected by the HC (O)

Check-box

Is this Social Rent bid a substitute for a previous HBYNB scheme (O)

Check-box.



Answer Details

Has this bid had comments via the National Clearing House (M)

Yes/No Select No as Not applicable to local authority bids. Please select ‘No’.

Define Sub Product - Cost and Contribution Tab (4.5 page 28)

OPS (Free/Discounted Land) (O) £ Please enter the value of any land provided by the local authority at nil consideration in this field.

OPS (Public Body Grant) (O) £ DPF contribution (O) Not applicable to local authority bids RCGF contribution (O) Not applicable to local authority bids Acquisition Cost (M) £ Only applicable if Processing Route:

‘Acquisition and Works’ selected Works Cost (M) £ Must be >0 On-Cost (M) £ Must be >0 Borrowing (M) £ Please enter amount of Prudential

Borrowing in this field. Must be >=0 Own Asset (M) £ Must be >=0 Other (M) £ Must be >=0 Other Desc Description of Other amount source.

Mandatory if amount entered for Other.

Define Sub Product - Analysis Tab (4.6 page 29)

Code for Sustainable Homes (M) Must be Level 3 or above Specific ethnic community? (M) Yes/No Targeted ethnic communities? (M) Mandatory if Specific Ethnic

Community = Yes. Communal Area (O) Yes/No Size of communal area (M) Metres squared. Mandatory if

Communal Area = Yes. Define Sub Product - HQI Tab (4.7 page 30)

Indicator 5: Unit Size (M) Enter score Indicator 6: Unit Layout (M) Enter score Indicator 7: Unit Noise Control, Light Quality, Services (M)

Enter score

Indicator 9: Sustainability (M) Enter score Indicator 10: Building for Life (M) Enter score Total Score over all 10 HQIs (M) Enter score Certification: All homes for this sub product meet the HQI minimum criteria (M)

Yes/No

Sub Product Maintain Units (4.9 page 32)

Sub Product Maintain Units - Unit Detail Tab(4.10 page 34)

General Needs Supported Housing

What type of housing does this unit provide? (M)

Older People



Answer Details

If Supported Housing selected choose from: Purpose Designed Supported Housing

Designated Supported Housing

If Older People selected choose from: Housing for Older People with All Special Design Features;

Housing for Older People with Some Special Design Features;

Supported/Older People Housing Type? (M)

Designated Supported Housing.

Mandatory if Supported Housing or Older People selected.

Total Grant on Unit? (M) £ No. Bedrooms per Unit (M) No. Persons Potential per Unit (M) No. Units (M)

Bedsit

Flat

House

Maisonette

Building Type Indicator (M)

Bungalow

Self Contained Shared

Shared or Self Contained? (M)

Shared and Self Contained

New Build New Build or Rehab (M)

Rehab

Mandatory if Acquisition and Works selected for Processing Route. If New Build Works Only selected then answer will default to New Build.

Community Self Build? (M) Yes/No Service By Lift? (M) Yes/No Meets Wheelchair Standards? (M) Yes/No

Elderly Families Singles

Type of family structure? (M)

Couples

OSM Hybrid;

Non-OSM Modern Methods of Construction;

Not Applicable; OSM Panelised; OSM Sub-Assemblies, Components & Others;

Methods of Modern Construction? (M)

OSM Volumetric;

OSM = Off Site Manufacture



Answer Details

Replacement for a recent, or to be demolished unit? (M)

Yes/No

Unit Size Metres Squared (M) Sub Product Maintain Units – Supported Revenue Tab (4.11 page 36)

Source/Amount (O) £ Enter supported housing revenue amount against source(s)

Sub Product Maintain Units – Quality Codes Tab (4.12 page 37)

A - Lifetime Homes Standard

B – Secured By Design C – Adaptable Roof Space provision

D – Considerate Constructors Scheme

E – Construction Skills Certification Scheme

F – Urban Design Compendium

G – CABE Enabling

Quality/Criteria Codes (O)

H – Not Applicable

More than one Quality/Criteria Code can be selected.

Sub Product Maintain Units – Client Groups (4.13 page 38)

Client Group (O) Select client group. Mandatory if housing type = Supported Housing

Sub Product Maintain Units – Rent/Sales Data (4.14 page 39)

Value at Jan 1999 (M) £ Prospective Eligible HBSC (M) £ HBSC = Housing Benefit Service

Charge. Must be >=0 Prospective Non-Eligible HBSC (M) £ HBSC = Housing Benefit Service

Charge. Must be >=0 Practical Completion date (M) Prospective Rent pw (M) £ Sub Product Maintain Forecast (4.15 page 40)

Planning Consent Date (M) N/A Pre-Application Stage Pre-Determination Stage Outline Consent Stage

PC status (M)

Detailed Consent Stage

Start on Site Date (M) Practical Completion date (M)



Answer Details

Sub Product Maintain Forecast – Update Active Organisation (4.16 page 42)

Managing Organisation (M) If local authority will not be managing the units after completion then please select Managing Organisation. Managing organisation must be added through Edit Partnership - Step 1 of process and managing organisation must be on IMS – otherwise please include details of managing organisation in agreement submission comments when submitting the bid.

Sub Product Maintain Codes (4.17 page 44)

Building for Life – How many Building for Life Criteria does the scheme meet? (M)

Please enter number of criteria.

Other Public Subsidy – Grant funded (O)


Other Public Subsidy – Free or discounted land (O)


Cost less than 80% Costs equal to or greater than 80%

Whole life costs (M)

Not Applicable

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