MOTM – September 2017

RHIIP Listserv Posting #392
August 25, 2017

Aug. 30 TRACS Recertification Training at Capacity,
Recording Available Soon

Due to an overwhelming response, the Aug. 30 TRACS user recertification training for coordinators is now at capacity. Multifamily Housing will record the session and make it available online.

Please note that the Aug. 30 training is intended for coordinators and users responsible for assigning system access. For further information, please see the user guide ( https://goo.gl/otdDSa ).

A notice will be sent when the recorded training is available online. If you have questions, please contact TRACS@hud.gov.

***Original Listserv message below, but you will have to wait until it is available online, since all slots are filled. This is intended for coordinators and users responsible for assigning system access:

TRACS User Recertification Notification

Begins: September 1, 2017
Ends: December 31, 2017

TRACS system users (M-id or I-id holders) are required to: [i] recertify annually and [ii] reactivate user accounts after 90 days of account inactivity (90-Day Rule). These system access requirements result from the following policy:

  • National Institute of Technology (NIST) Special Publication (SP) 800-53 Control: AC – 2;
  • HUD Information Technology (IT) Security Policy 2400.25 REV 4: 5.2.2 – H. Ensure that user access is reviewed once a year; and
  • HUD Information Technology (IT) Security Policy 2400.25 REV 4: 5.2.2 – J. Ensure that user IDs are disabled after a period of inactivity of no more than 90 days.

TRACS recertification policy allows coordinators to certify roles and accounts for the specified users. Coordinators must use the TRACS Recertification Subsystem available through Secure Systems/TRACS to perform recertification and reactivation functions.

The TRACS Recertification Subsystem was introduced to HUD business partners during the March 2017 TRACS Industry Working Group Conference held in Washington, D.C. Because of feedback from the conference participants, enhancements were made to the initial version of the Subsystem and a revised version was released into production July 2017.

Coordinators have been assigned roles (TCC and TCR) that allow them to access the TRACS Recertification Subsystem to perform the required functions. Coordinator/user relationships have been established in the Subsystem to minimize the amount of data entry required.

Activation of the 90-Day Rule commenced on July 28, 2017. Therefore, the first TRACS/iMAX deactivations for inactivity will occur October 22, 2017.

A copy of the TRACS Recertification Internet User’s Guide for external users is located under “What’s New” on the TRACS page: https://goo.gl/tmhb18

External users, please register for 2017 Mandatory TRACS User Recertification onWednesday, August 30, 2017, 1:00 PM – 2:30 PM EDT at: https://goo.gl/koXi3V

Questions relative to the FY 2017 TRACS Annual User Recertification requirement should be addressed to TRACS@hud.gov or the Helpdesk at 1-800-767-7588.
DUNS Number Required on All Voucher Submissions – NEW INFORMATION AS OF 7/31/17! ALL DECEMBER VOUCHERS MUST HAVE A DUNS NUMBER, SO DON’T WAIT!!

This memorandum ( https://goo.gl/PL8AxZ ), dated June 2, 2017, implements the requirement to include the Dun & Bradstreet’s (DB) Data Numbering System (DUNS) Numbers on all vouchers submitted to Tenant Rental Assistance Certification System (TRACS). Effective December 1, 2017, approximately six months from the date of this memorandum, vouchers that do not contain an active DUNS number will generate a Tenant Rental Assistance Certification System (TRACS) fatal error and will not receive payment until corrected. For technical support questions regarding a DUNS number, contact the SAM Federal Service Desk at 1-866-606-8220. For other questions regarding this memorandum, contact Danielle Garcia at Danielle.D.Garcia@hud.gov.

Memorandum link: https://goo.gl/PL8AxZ
*****They may have changed, so check out What’s New -TRACS Release 2.0.3.A Industry Specifications at https://goo.gl/tmhb18 ****