Energy and Performance Information Center (EPIC)

Energy and Performance Information Center (EPIC)

QUICK REFERENCE GUIDE:
Activity Planning — Document Management Center

Purpose of Document Management Center:
Beginning with federal Fiscal Year 2021 (FFY21) Capital Fund Program (CFP) Awards require
an Initial Package for access to these funds in the Line of Credit Control System (LOCCS). As
of EPIC Release 6.0 (March 2021), Public Housing Agencies (PHAs) should initiate (create) an
Initial Package in the Document Management Center for Field Office review.
After a Package is submitted it is either Accepted or Rejected by the Field Office Director or
designee. EPIC will not customize the list of required documents for each PHA and/or Grant
type. Moreover, EPIC will not check to ensure that PHAs have uploaded specific documents.
PHAs and Field Offices will be responsible for making sure required documents have be
uploaded in accordance with published guidance. An “Accepted” Initial Package is required to
create an Annual Statement/Budget for any Award obligated after February 1, 2021.
Each Package relates to a specific Award (Grant). While, each Award may eventually have
more than one Package to track the lifecycle of the Award, only one package type, Initial
Package, will be available in the initial Release.

Definition of Terms:




Document Management Center – Feature in EPIC, under Activity Planning for PHA
submission of “Packages” relating to compliance and monitoring of a Capital Fund
Award.
Package – Folder of documents uploaded and/or submitted by the PHA to HUD. PHAs
create and submit an “Initial Package” that contains their Annual Contributions Contract
(ACC) Amendments for their FY 2021 Capital Fund Awards.

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Steps to Create a Package:
To access the Document Management Center a user will navigate the Activity Planning tab in
EPIC from the Home Screen.
1) Activity Planning: Click on Activity Planning and then Document Management (the third
link)

Figure 1: Activity Planning Screen with 3 Links

2) Document Management Center Main Page: Click on Document Management Center to
navigate to the main page of the Document Management Center.

Figure 2: DM1 Document Management Center Main Page

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Energy and Performance Information Center (EPIC)
3) Creating a Package: To create a Package click on the Create New Document Package
Button on the lower left side of the screen:

Figure 3: Create New Document Package Button

4) Package Details: Fill in the 3 required fields using the drop downs:
a. Package Type (Initial Package)
b. Award Year (2021)
c. Award ID (EPIC will populate relevant Award (s)
Select OK to continue creating the Package and proceed to uploading documents.

Figure 4: DM2 Create New Document Package

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5) Package Contents: Review the list of possible documents and compare to the 2021 CFP
Processing Guidance or relevant Notice, or Notice of Funding Availability
(NOFA)/Notice of Funding Opportunity (NOFO) to ascertain which documents are
required for the specific grant.

Figure 5: DM3 Document Management Upload Documents

6) Uploading Documents: Click Upload File to begin uploading relevant documents. This
will load a pop-up screen that allows you to select the relevant file from your computer
and label it according to each document type possibility for the Package type.

Figure 6: Document Package File Upload Pop-Up

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Energy and Performance Information Center (EPIC)
Click Choose File and select the relevant document from your computer. This could be a PDF,
Microsoft Office Document, or a picture file. Click Upload. Once the document has finished
uploading a blue bar with Upload Complete will Appear.

Figure 7: File Upload Confirmation

7) Document Details: Select the appropriate option from the drop down and enter a
description if relevant and then OK.
a. Select Package type (Initial Award)
b. Select Document Type
c. Add a description if relevant (e.g. MTW Agreement)
8) Editing a Package: Continue adding relevant documents until the Package is complete
and ready to be submitted for Field Office Review. Documents can also be deleted by
clicking Delete next to the specific file. Note: Uploading documents does not need to be
completed in one step. A user can add whatever documents are ready and available and
then later add and/or replace documents. To do so click Back to Package List on the
lower right-side of the page. This will bring the user back to the DM1 page. The package
will remain in Draft and can be edited until it is ready for Submission.

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Figure 8: DM1 Draft Package

As long as the Package is in Draft, a user can click the Edit Package icon under Options to
navigate to the DM3 Page to continue to add or remove documents.

Figure 9: Edit Package (Paper and Pencil) Icon

9) Package Submission: Once all the relevant documents have been uploaded, the user
clicks on the Submit Button.

Figure 10: DM3 Document Management Package Submission

Note: Submitting the Package will prevent it from being edited further. PHA users will not
be able to add or delete documents after this stage until the Field Office Accepts or Rejects
the Package.

Figure 11: DM1 Submitted Package

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Figure 12: View (Magnifying Glass) and Log (Scroll) Icons

Package Acceptance/Rejection:
Field Offices will review PHA submissions and either Accept or Reject each Package. If the
Package is accepted the status will change and the PHA will be able to proceed to the next step
of creating an Annual Statement/Budget. If the Package is rejected the Package will be set back
to Draft and the PHA can edit the Package to correct the deficiencies noted by the Field Office.
EPIC will not allow a PHA to create an Annual Statement/Budget or Assign it to an Award
without an Accepted Package. The following is a screen shot of the error a PHA will get:

Figure 13: Create New Annual Statement/Budget Error

Therefore, a PHA will not be able to access their Award/Grant without an Accepted Package.

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