Development Tracking Tool Web Portal

1. Development Tracking Tool Web Portal Christopher L. LaGrand Chief Housing Investment Officer Michigan State Housing Development Authority October 20, 2014

2. MSHDA engaged with MLC to complete a Value Stream Assessment (VSA) of our Multifamily Development Programs in May of 2013. The VSA included a SIPOC-R assessment, a waste walk/multi-vote prioritization and a current state process map related to our Multifamily Development Programs. SIPOC-R stands for suppliers, inputs, process, outputs, customers, and requirements. Michigan LEAN Consortium

5. The Current State Process was mapped to identify how the process is done. Ideas for improvements based on the guiding principles were developed from this current state map.

6. Eight Primary Ideas were developed from the process map and the idea bank: • New Updated Parameters • Developer Assessment Toolbox; Assigned to appropriate HDO for coaching, etc. • Pre-Construction Meetings; HDO to attend and champion • Tracking Tool; internal accountability and external transparency • Establish Basic Requirements without Conditions • Go – No Go; Requirements for go – no go with explanations • Auto fill Proforma Locked • Review Timeline for Exhibit Requirements

7. The DEV ZEN team identified lack of common, near realtime information and assessment of MF development status within the loan process. Lack of this information causes confusion, delay, friction, misunderstanding, miscommunication, rework and lack of job/project satisfaction by customers and MSHDA staff. • Design/Develop/Deploy Tracking tool on an expedited basis. Create a web-accessible Tracking Tool that would allow HDO's to input deal status information into the system and allow customers and other MSHDA development team members to understand actual near real-time status of any deal on a 24/7/365 basis.

8. Introduction The Development Tracking Portal was created to provide real-time information and assessment of multifamily development status within the loan process. The Development Tracking Portal generates a report that displays this information in an easy to read format.

9. Accessing the Development Tracking Portal: User Access is dependent on the contact information in the Development Tracking database. Access is property specific and only contacts assigned to a property can access and view the Development Tracking Report of that property.

10. Using the Development Tracking Portal After successfully logging into the Development Tracking Portal, a list of available properties is displayed. Click on any available property to display the Development Tracking Report.

11. Development Tracking Report After click on a property, the Development Tracking Report will open in a new window. The report is divided into five different sections.

13. 3.1.1 Report Sections 1. Development Information - This section contains the name of the property, address, application date, application type, and the Housing Development Officer assigned to the property. It also shows the current Pipeline Status of the property to easily identify what phase the property is in.

14. 2. Preliminary Assessment Phase – This section contains information on the Preliminary Phase and is broken up into the following categories: a. Application Package b. Preliminary Market Study Status c. Loan Committee Status

15. 3. Threshold Assessment Phase – This section contains information on the Threshold Phase and is broken up into the following categories:

16. 4. Commitment Phase – This section contains information on the Commitment Phase and is broken up into the following categories:

17. 5. Initial Closing Phase – This section contains information relating to the Initial Closing Phase and is broken up into the following categories: a. Asset Management Review b. Operating Agreements Review c. URA Notice Review d. Draw Schedule Review e. Application for Disbursement Review f. CD 700 Review