Finding Text
2023-007 SEMAP Supporting Documentation
Criteria:
SEMAP indicators should be supported by sufficient documentation.
Condition:
I noted that certain indicators appearing on the September 30, 2023, SEMAP certification could not be verified as they were either not supported by adequate documentation or no quality control work were performed to substantiate PHA’s response.
Questioned Costs:
None noted.
Effect:
Responses on SEMAP certification may not be an accurate representation of PHA’s FY 2023 submission.
Cause:
Proper internal control procedures relating to SEMAP were not performed or maintained for SEMAP certification.
Recommendation:
I recommend that the Authority implement and perfect the procedures necessary to provide accurate and complete supporting documentation for future SEMAP certification.
Management’s Response:
I was pretty disappointed with our failing SEMAP score in FY 2023, I worked hard to make certain that all of my leased-up families were current in PIC. We had a couple of families that I was reporting as leased-up but they were not showing up in PIC. With a program as small as ours, two missing 50058s for Annual Re-Certification made us fall below the 95% threshold for reporting. This caused us to fail in several indicators, causing an overall failing SEMAP score. I corrected those concerns in 2023, however, we did not make time to train my new Maintenance Director on HQS and Rent Reasonableness. I was mistakenly under the impression that conducting HQS inspections annually and the QC of the inspections were graded separately. That was my mistake! We only have to do the program minimum of 5 units of Quality Control in the areas of choosing voucher holders off of the waiting list properly, conducting pre-contract HQS inspections, properly conducting Rent Reasonableness reviews, conducting annual HQS inspections and proper calculation of rent. We have everyone properly trained at this point and will not make that mistake again.