Eloccs_registration_guide

eLOCCS
Registration GUIDE
Line of Credit Control System (LOCCS)

U.S. Department of Housing and Urban Development

June 2014

Table of Contents
1

Introduction...................................................................................................................................... 3
1.1

Purpose of Guide....................................................................................................................... 3

1.2

LOCCS URL Quick References .................................................................................................... 4

1.3

Overview of eLOCCS Registration Components........................................................................ 5

1.4

Coordinators and Approving Officials ....................................................................................... 6

2

Registration Component Check list .................................................................................................. 7

3

Registration Components................................................................................................................. 9
3.1

Component 1 – Secure Systems Business Partner Registration ............................................... 9

3.2

Component 2 –Secure Systems “Coordinator” Registration .................................................. 11

3.3

Component 3 –Secure Systems “User” Registration .............................................................. 14

3.4

Component 4 – HUD-27054 LOCCS Access Authorization Form ............................................ 16

4

Signing Into eLOCCS........................................................................................................................ 17

5

Frequently Asked Questions or Issues............................................................................................ 19

Appendix A - eLOCCS and Role Assignment Steps for Coordinator....................................................... 20

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1 Introduction
The Line of Credit Control System (LOCCS) is the U.S. Department of Housing and Urban
Development’s (HUD) primary grant and subsidy disbursement system that handles disbursement
and cash management for the majority of HUD grant programs. Organizations and individuals have
access to these grants through an internet version of LOCCS called eLOCCS, where Business Partners
with appropriate authorization can access, manage, and drawdown against their HUD grant
portfolios.

1.1 Purpose of Guide
Accessing eLOCCS requires;
1) Registration in Secure Systems which is the HUD Web Portal in which the eLOCCS application
resides.
2) Submission of a HUD-27054 LOCCS Access Authorization form which will control what a user
can see and do once they are in eLOCCS.
This guide focuses on Registration components and steps needed to gain access to eLOCCS through
Secure Systems. A separate eLOCCS Getting Started Guide with screen samples will familiarize you
with eLOCCS functionality and layout. A link to the Getting Started Guide, along with other useful
links can be found in section 1.2 LOCCS URL Quick References.

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1.2 LOCCS URL Quick References

LOCCS URL Quick References
1) LOCCS Access Guidelines for Grantees
These are general LOCCS instructions for filling out the HUD-27054 LOCCS Access Authorization
Form and SF1199A Direct Deposit form.
http://portal.hud.gov/hudportal/HUD?src=/program_offices/cfo/loccs_guidelines
Cut and paste URL or click

2) eLOCCS Getting Started Guide
This guide provides eLOCCS web page examples, familiarizing the user with how navigation
works in eLOCCS and how to view, manage and drawdown HUD grant funds.
http://portal.hud.gov/hudportal/documents/huddoc?id=eloccsguide.pdf
Cut and paste URL or click
3) eLOCCS Registration Guide
Before accessing eLOCCS, a user must have a Secure Systems ID/password and a LOCCS
ID/password. This document outlines the security and registration components needed to
obtain those IDs.
Note: If you are converting from VRS to eLOCCS, you already have a LOCCS ID/password.
http://portal.hud.gov/hudportal/documents/huddoc?id=eloccs_registration_guide.pdf
Cut and paste URL or click

4) HUD-27054 LOCCS Access Authorization form
Use this form to request specific LOCCS Organization and HUD Program Area access. The LOCCS
Access Guidelines for Grantees (#1 above) has instructions on filling out this form.
https://portal.hud.gov/hudportal/documents/huddoc?id=27054.pdf
Cut and paste URL or click
5) Secure Systems (this is how you access eLOCCS)
Secure Systems is a HUD Web Portal which has access to many HUD systems, of which eLOCCS is
one of them.
http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/online
Cut and paste URL or click

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1.3 Overview of eLOCCS Registration Components
eLOCCS is accessed through the HUD internet portal called Secure Systems. Secure Systems is
sponsored by the Office of Public and Indian Housing (PIH) Real Estate Assessment Center (REAC) and
sometimes referred to as ‘REAC’ or ‘Online Systems’. Secure Systems supports many HUD
applications, of which eLOCCS is one of them. In order to uses eLOCCS, there are 4 registration
components which must be completed prior to access.


Component 1 – Secure Systems Business Partner Registration
In Secure Systems there are (2) types of users: “Coordinator” or “User”, and each are associated
with an organization or Business Partner. The Business Partner organization must be recognized
by Secure Systems and this is accomplished thru the Business Partner Registration process.
**DO NOT SKIP THIS COMPONENT**



Component 2 – Secure Systems “Coordinator” Registration
The Secure Systems Coordinator serves as the Business Partner’s system administrator, granting
application (in this case eLOCCS) roles to users. Each Business Partner must have a minimal of 1
and up to 5 assigned Coordinators.



Component 3 – Secure Systems “User” Registration
Individual Users register in Secure Systems under a Business Partner, but the Coordinator grants
the user specific application roles to allow Secure Systems application access. In the case of
eLOCCS, the Coordinator would grant the eLOCCS roles “QRY” and “ADM”.
The Coordinator can assign themselves eLOCCS “QRY” and “ADM” roles, and
access eLOCCS too, as long as a HUD-27054 has been processed (Component 4).
eLOCCS can also be used by Approving Officials to certify their staff. Approving
Officials must have a valid Secure Systems ID (either as a “Coordinator” or
“User”) to access eLOCCS just like everyone else.



Component 4 – HUD-27054 LOCCS Access Authorization Form
LOCCS has its own security registration process requirement due to its sensitive financial nature.
If you are already a LOCCS VRS user, then your existing VRS User ID/password will work in
eLOCCS. If you are new to LOCCS, then a LOCCS Access Authorization Security Form HUD-27054
must be submitted.
The LOCCS HUD-27054 is independent of the Secure Systems components and
therefore can be submitted concurrently with Secure Systems Components 1,2
and 3.

In summary, there are four (4) registration components which must be completed prior to eLOCCS
access. Included in this document is a handy check list which will help you in determining where you
are in the registration process. Following the checklist, are step by step instructions on how to
complete each registration component. **PLEASE START WITH COMPONENT 1**

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1.4 Coordinators and Approving Officials
A Business Partner “Coordinator” is a Secure Systems administrator who manages the organizations
“users” in Secures Systems. Responsibilities include assigning Secure Systems LOCCS roles to users.
A Business Partner can have up to 5 Secure Systems Coordinators, who can manage any Secure
Systems user in the organization.
A Business Partner “Approving Official” is a LOCCS administrator who manages “users” in LOCCS.
Responsibilities include re-certifying the LOCCS user still requires access to LOCCS every 6 months. A
LOCCS User is associated with an Approving Official on the HUD-27054 LOCCS Access Authorization
form.
Approving Officials will also use eLOCCS to re-certify their staff every 6 months, therefore Approving
Officials will also need to register for an ID in Secure Systems. They should be assigned the same
QRY and ADM roles as all eLOCCS users.
A Secure Systems “Coordinator” can also be a LOCCS “Approving Official”

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2 Registration Component Check list
Component 1 – Secure Systems Business Partner Registration
□ My organization (Business Partner) is recognized by Secure Systems
(Either as a Public Housing Authority or Multifamily Housing organization)

Component 2 – Secure Systems “Coordinator” Registration
□ My organization has an assigned “Coordinator”
If not, identify within your Organization who will be the Secure Systems Coordinator.

□
□
□

Register for Secure Systems Coordinator ID (mailed to CEO)
Receive your Coordinator Secure Systems ID from CEO
Assign the eLOCCS system by adding the Coordinator Role to your ‘M’ ID.
Then add the ‘Query’ and ‘ADM’ roles to your ID (see Appendix A)

Component 3 – Secure Systems “User” Registration

□

If you are the Coordinator, check the box and go to Component 4
If not,

□
□
□

Register for a Secure Systems User ID
Contact your Secure System Coordinator to retrieve your user ‘M’ ID
(Wait until next business day)
Have your Secure Systems Coordinator assign the ‘Query’ and ‘ADM’ roles
to your ‘M’ ID to establish the eLOCCS link within Secure Systems.

Component 4 – HUD-27054 LOCCS Access Authorization Form

□

LOCCS Registration Completed
(I already have, or have received my LOCCS ID and password)
(If you are a VRS user converting to eLOCCS, you are already registered in LOCCS. Your
eLOCCS ID/password is the same as your VRS LOCCS ID/password)

Congratulations, you have completed all the necessary registration components to now
successfully access eLOCCS! You can now proceed to the Signing Into eLOCCS Section 4.
If you have any questions regarding any registration component please call the LOCCS Help
Desk at 571-766-2916 or email [email protected] with questions.

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3 Registration Components
3.1 Component 1 – Secure Systems Business Partner Registration

Component 1 – Secure Systems Business Partner Registration Instructions
This step is to confirm if your organization is recognized in Secure Systems . Unless your
organization is a Public Housing Authority, ** DO NOT SKIP this step **.

Register your Business Partner Tax ID number
Step 1a

Copy and paste URL or click for the Business Partner
Registration page.
https://hudapps2.hud.gov/apps/part_reg/apps040.cfm
Enter your organization’s Tax Identification Number (TIN) and
Submit.

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Step 1b

Did the Business Partner Registration HUD Multifamily
return a ‘Form to fill’ OR Business Partner is ‘already
processed’ below?
Form to fill?

Form to
fill in?

If the above blank form is returned, your organization does need to
register. Complete the form and save.

* Wait until the next business day to continue to
Component 2 - Secure Systems Registration.

{OR}
TIN has been processed message?

TIN
Processed?

If you received the above message, your organization Tax ID Number
is already recognized in Secure Systems.

Continue to Component 2 - Secure Systems Registration.

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3.2 Component 2 –Secure Systems “Coordinator” Registration

Component 2 –Secure Systems “Coordinator” Registration Instructions
Understanding Secure Systems ID Registration Types
In Secure Systems there are two (2) ID types available to register:
“Coordinator” or “User”.
Both ID types allow access to Secure Systems. However, only a Secure Systems
Coordinator has the authority to assign the LOCCS Query and Admin roles to
display the eLOCCS link for the eLOCCS user to sign in. Determine within your
organization who should be the Secure Systems Coordinator(s). There must be
at least one Secure Systems Coordinator registered.
Coordinator ID: The Secure Systems Coordinator serves as the system
administrator to retrieve Secure Systems User IDs, establish the appropriate
systems link (eLOCCS) and assign LOCCS Roles.
User ID: A Secure Systems User has the ability to access Secure Systems, but
requires a Secure Systems Coordinator to initially add the LOCCS roles in order
for the eLOCCS link to display on the Secure Systems Menu page.

Does your organization already have a Secure Systems Coordinator
assigned?
No

If you just registered your organization in Business Partner
Registration HUD Multifamily, the answer is ‘No’. Determine within
your organization who should be the Secure Systems Coordinator(s).
*Every Business Partner must at least have one Secure Systems
coordinator registered to establish the eLOCCS link in Secure Systems
for the eLOCCS user to sign in.
Continue to Step 2a – Applying for a Secure Systems “Coordinator”
ID.

Not
Sure
Yes

Contact REAC Technical Assistance at 1-888-245-4860 to inquire.
Continue to Component 3 – Apply for a Secure Systems “User” ID.

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Steps 2a – 2d: Applying for Secure Systems “Coordinator” ID
Step
2a

Copy and paste URL or click for Secure Systems
http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/online

Select the link.

Step
2b

Choose your organization type to register in Secure Systems:

Select .
Only select Public Housing Agency if a PHA, otherwise select Multifamily Housing Entity.
Step
2c

Multifamily Coordinator and User Registration Selection
Select as the ‘Application Type’ and complete form.
The form is a 2 step process. 1) Fill out the form and click . 2) Review the
information and then click .
A letter containing the Coordinator’s ‘M’ ID will be mailed to the organization’s CEO/ED
Within 7-10 business days. If you have not received you Secure Systems Coordinator ‘M’
ID, Contact REAC Technical Assistance to inquire on status at 1-888-245-4860.

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Step
2d

Secure System Coordinator establishment of eLOCCS and LOCCS Role Assignment.


After the CEO has provided the Secure Systems Coordinator ‘M’ ID, sign-on to Secure
System to establish the eLOCCS link and add LOCCS roles – See Appendix A for steps.

If the Coordinator is also the eLOCCS user, continue to Component 4 – HUD-27054 LOCCS
Access Authorization Form.
If the Coordinator is not the eLOCCS user, have the user apply for their own Secure
Systems User ID. See Component 3 – Secure Systems “User” Registration.

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3.3 Component 3 –Secure Systems “User” Registration

Component 3 –Secure Systems “User” Registration Instructions
Steps 3a – 3d: Applying for Secure Systems “User” ID
Step
3a

Copy and paste URL or click for Secure Systems
http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/online

Select the link.

Step
3b

Choose your organization type:
Select .
Only select Public Housing Agency if a PHA, otherwise select Multifamily Housing
Entity.

Step
3c

Select as the ‘Application Type’ and fill out the remaining form.

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After submitting the form, wait 24 business hours, then contact your organization’s Secure
Systems Coordinator to inform you have requested access to Secure Systems.
Request the Coordinator retrieve your User ID in Secure System and assign the ‘Query’ and
‘ADM’ LOCCS roles to establish the eLOCCS link. See Appendix A for the Secure System’s
Coordinator to assign LOCCS System and roles.
Step
3d

Continue to Component 4 – HUD-27054 LOCCS Access Authorization Form Instructions

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3.4 Component 4 – HUD-27054 LOCCS Access Authorization Form

Component 4 – HUD-27054 LOCCS Access Authorization Form Instructions

Do you already have a LOCCS User ID and Password?
Continue to – Signing into eLOCCS Instructions

Yes

No

*If you are an existing LOCCS Voice Response System (VRS) User (using
phone to draw funds), then the answer is yes.
Complete the LOCCS HUD-27054 form, have it notarized and forwarded to
the appropriate HUD staff for review. Instructions are on the form.

HUD-27054 – LOCCS Access Authorization Form:
Copy and paste URL or click for form.
https://portal.hud.gov/hudportal/documents/huddoc?id=27054.pdf
After receiving your LOCCS User ID, and completing registration
components 1-3, Continue to – Signing into eLOCCS

Note: The Business Partner Registration and Secure Systems

Registrations are independent of LOCCS registration and can be done
concurrently. However, all security components must be completed prior
to accessing eLOCCS.

Not Sure

Contact the LOCCS Security Office to verify at 877-705-7504.

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4 Signing Into eLOCCS
Signing Into eLOCCS Instructions
Step 1 – 4: Signing into eLOCCS

All the previous registration components must be completed prior to
accessing eLOCCS. Use the Registration checklist in Section 2 to verify.
You must have a valid Secure Systems ‘M’ ID/password and LOCCS User
ID/password. The Coordinator must have established the eLOCCS link in Secure
Systems and LOCCS roles for the eLOCCS User to sign in.

Step
1

Cut and paste URL or click for Secure Systems
http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/online

Select the link.

Step
2

Enter your Secure Systems User ‘M’ ID and Password.

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Step
3

Select the link.

Step
4

Enter your LOCCS User ID (numeric digits) and password. If you have been using LOCCS VRS, the
User ID and password are the same to sign into eLOCCS.

Note: If you do not see the eLOCCS link on the REAC main menu page, contact your Secure
Systems Coordinator to assign the eLOCCS link. (See Step 2d)

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5 Frequently Asked Questions or Issues
 Contact the REAC Technical Assistance Center at 1-(888) 245-4860 for the following
questions or issues;
1) I have registered for a Secure Systems Coordinator ID and have not received it.
Ask them to confirm your registration, your organizations address and status of your
Secure Systems ID.
2) I mistakenly registered for a Secure Systems User ID instead of a Coordinator ID.
Contact the REAC Technical Assistance Center on how to resolve.
3) I may have registered for a Secure Systems ID in the past, but I’m not sure.
The REAC Technical Assistance Center will be able to research that.
4) I don’t know who the Secure Systems Coordinators are for my organization.
The REAC Technical Assistance Center will be able to help you with that.
 Contact your organizations Secure Systems Coordinator for the following questions or
issues;
1) I have registered for a Secure Systems User ID and have not received it.
Ask your Coordinator to retrieve your User ID and establish the eLOCCS link/roles. If you
do not know your System Coordinator, contact REAC Technical Assistance Center.
2) I am a Secure Systems User and do not see the eLOCCS link after I sign in.
The Coordinator has not assigned the LOCCS – Query and ADM Roles. Contact your
Coordinator to assign these roles. Refer them to Appendix A if necessary.
3) I click on a program area in eLOCCS, and the main menu is blank.
Verify with your Coordinator that LOCCS – Query and Administration roles are assigned.
Refer them to Appendix A if necessary.
 I use the HUD telephone Voice Response System (VRS) to draw funds, do I need to register
for an eLOCCS ID?
No - Your log in credentials used on the HUD VRS, telephone system will be the same used to
signing into eLOCCS.
 If you are a Secure Systems Coordinator;
And need help in either retrieving a User ID to assign LOCCS roles, or actually assigning those
roles, refer to Appendix A.
 Anything Else?
Call the LOCCS Help Desk at 571-766-2916 or email [email protected] with your question.

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Appendix A - eLOCCS and Role Assignment Steps for Coordinator
A Secure System Coordinator has the system administrative responsibility of first assigning the
LOCCS COR (Coordinator) - , and then the QRY (Query) and ADM (Administrator)- to
themselves before assigning QRY and ADM roles to users.

Step I. Secure Systems Coordinator assignment of LOCCS System:
Cut and paste URL or click for Secure Systems
http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/online
Select the link, sign in with your Secure System Coordinator ‘M’ ID and proceed to
the Secure Systems Main Menu.

Secure System Login
A. From the Secure Systems Coordinator Main Menu,
Select User Maintenance. (Figure 1).

Figure 1 - Secure Systems Main Menu

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B. Enter your Secure Systems Coordinators ‘M’ ID in the Search by User ID section
and click <(S)earch for User> button. Figure 2

Figure 2. User Maintenance and Search for User by ID

C. On the Maintain User Profile Select , then
Select and submit. (Figure 3).

Figure 3. Maintain User Profile – Actions

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D. From the Assign/Unassign Actions page, mark the
check boxes and click Assign/Unassign Actions. Figure 4

Figure 4. Mark the check box - LOCCS ‘Cor’
E. Click to confirm action. The eLOCCS link will appear on the left menu bar of
Secure Systems and on the REAC Main Menu Page. Continue to Step 2.

Step II. Assignment of Roles to eLOCCS User:
After the Secure Systems Coordinator has assigned the LOCCS COR-Coordinator
to themselves in Step I, LOCCS ‘ADM’ and ‘Query’ must also be assigned to each
Secure Systems User that needs to access eLOCCS. This includes the Coordinator. If the
Coordinator is also an eLOCCS User, they should assign the LOCCS QRY and ADM roles to
themselves too.
*To retrieve a Secure Systems User ID that have registered, enter the user’s
name information in the Search Users’ section. Figure 3.
A. From the Main Menu, select . (Figure 1).

Figure 1 - Secure Systems Main Menu
B. From the User Maintenance Screen, enter the Secure Systems
User ‘M’ ID in the Search by User ID section and click
<(S)earch for User> button. Figure 2.
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*If you don’t know the User’s ‘M’ ID, enter the user name information in the
Search Users’ section. Figure 3.
Then click the appropriate button to display the User profile
page.

Figure 2. Search for User by ID

Figure 3 - Search for User by Name Information
C. From the User Profile page, select and choose ‘Maintain
User Profile - Roles’ and submit. Figure 4.

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Figure 4. Select Maintain User Profile - Roles
Under the LOCCS system, mark the ‘QRY’ and ‘ADM’ check boxes and confirm role
changes. Figure 5
Inform the user that you have successfully assigned the LOCCS system/roles and to
sign into Secure System to access eLOCCS. See Section 4.

Figure 5. Add LOCCS Roles - Mark ‘Qry” and ‘ADM’ - Roles

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IF YOU NEED HELP or have questions regarding any registration component, please call the LOCCS Help
Desk at 571-766-2916 or email [email protected] with questions.
IF YOU NEED HELP or have questions about your Secure Systems ID, please contact the Contact REAC
Technical Assistance at 1-888-245-4860.

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