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SHARES Tidbits: Solution for data change challenge
Anyone who has used SHARES understands the program has certain idiosyncrasies — little glitches that are sometimes confusing to figure out how to overcome. Typically, when I think I’ve experienced all SHARES’ glitches, a grantee calls with a new issue. The latest quandary resulted when a grantee realized she had entered an incorrect construction style in page 5 of the Borrower screens. Construction styles have different point values for certain tasks (RD Instruction 1944-I, Exhibit B-2) depending on the type of construction, for example slab, crawl space or basement construction. The grantee called for assistance in changing the construction style, but she had already entered construction dates, which created a real problem. Once the construction dates are entered, the field is locked, so she was unable to make a change to this field. This could have a significant effect on her SHARES reporting, especially since all the other homes in the group were on a slab. Hence, they had a different point value assignment for some of the tasks.
If you’ve ever entered an incorrect lot for a family and had also entered construction dates, you probably encountered this situation. The fix is the same as the correction for wrong data entered for the lot assigned and the construction type, since these fields “lock” once construction dates are entered for the borrower. You may have noticed instructions to change a lot assigned to a borrower in the SHARES Help Manual on page 9-8, Section 9.7. CHANGING THE LOT ASSIGNED TO A BORROWER BEFORE CONSTRUCTION BEGINS.“To remedy the situation (lot assigned incorrectly), you will need to delete the erroneous house record and then recreate it.” What is not mentioned is the process to delete the record.
STEP 1: The solution is to work your way backward from the last data inserted into SHARES, which are the construction dates. Delete the dates, then work your way backward to the Borrower’s screen page 1 and delete the Status of Docket and Docket Status Date. This tricks SHARES into thinking the family’s loan has not closed, therefore deleting page 5 of the Borrower screens. This more specifically deletes the construction style field and the lot assignment. Once the date of the loan closing and the status of the (loan) docket are re-entered, page 5 once again will open and you simply re-enter the correct construction type (or lot) on this screen.
STEP 2: Repeat this process on page 1 of the Borrower’s screen for both Docket status: change back to pending and Docket Status Date: delete the date. This tells SHARES the borrower’s loan isn’t closed and it will delete page 5 of the Borrower’s information.
News from Washington
A task force has been formed to replace the SHARES current reporting system. In Washington, DC, National U.S. Department of Agriculture Rural Development is working with its information technology staff and self-help housing technical assistance providers to develop requirements for a new SHARES version. At this point, no time frame has been determined for the completion of the project, but a new, updated version of SHARES is in the works.
SHARES feedback welcome
I welcome any and all comments you may have for ways to improve SHARES or any reports you’d like to see available in SHARES. Send inquiries to njacobsen@rcac.org.
If you are having problems please contact your technical assistance provider or call Nancy Jacobsen at 406/579-5202 or e-mail me at njacobsen@rcac.org for further assistance.
Do you have any special tips or uses for SHARES? Send them to Nancy Jacobsen at njacobsen@rcac.org and we may print them in our Self-Help Builder News upcoming editions. Additionally, register to comment and offer tips below.