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HIP Best practices

HIP Best practices. Emily Wallace Product Manager 1.877.359.5492 ext. 1404 emily@tenmast.com. Improving your HA’s performance through the effective use of the Housing Intelligence Portal. What will we cover?. Why Use HIP ? How to Effectively Implement HIP How to Effectively Use HIP

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HIP Best practices

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  1. HIP Best practices Emily Wallace Product Manager 1.877.359.5492 ext. 1404 emily@tenmast.com Improving your HA’s performance through the effective use of the Housing Intelligence Portal

  2. What will we cover? • Why Use HIP? • How to Effectively Implement HIP • How to Effectively Use HIP • Q & A

  3. Why use HIP? • Monitors your HA’s performance • How well is your staff entering data into the system? • How well is your staff performing in the field? • Helps you plan for the future • Does your staff need additional training? • What areas of operation need more attention? • Warns of impending problems • Encourages improvement, responsibility, and accountability • A picture is worth a thousand words (saves time)

  4. How to effectively Implement HIP • Choose HIP champions • Involve necessary parties (need HIP Champions – ED, project facilitator, dept. heads) • Needs to be multiple people so nothing gets dropped • Helps ensure implementation and use of program • Importance of FDS setup • Not only used by HUD to match Financial Data to PIC Submissions and to VMS Submissions. They are also used to calculate your PHAS score and many of the accounting HIP KPIs. • Setting up HIP access: who should use it and why? • Able to customize KPI access for individual users • Department-driven method • The “Agency Competition” method

  5. How to effectively Use hIP • Viewing KPI’s effectively • Data refresh rates (real-time, daily, weekly, or monthly) • Drill-downs • Chart effects • Saving layouts • Using limits and alerts effectively • Good, Bad, or Reference? (Use those good limits for encouragement!) • Subscribe and check alerts consistently • Using the Dashboard effectively • Customize KPI view, add limits THEN pin to dashboard • Use a mixture of KPI’s • Each WinTen2+ program has a dashboard

  6. Using KPIs to solve your real-world problems • Accounting: REAC DSCR Financial Ratio • Housing: Occupancy Analysis, Aged Balance • Maintenance: Work Order Count

  7. Accounting: REAC DSCR Financial Ratio • DSCR Ratio - Represents a project's ability to make mortgage payments. DSCR is the ratio of net operating income divided by debt service payments. It is calculated as: Net Operating Income before Depreciation and Interest Expense/Debt Service (Principal + Interest + Mortgage Insurance Premium) • It is best to run this KPI daily or weekly if there are problems you want to monitor closely. If you do not have problem areas to monitor, the KPI should be run at least monthly in order to accurately track your agency’s ability to cover its debt services. • Current view: daily refresh; History view: Monthly refresh

  8. Housing: Occupancy Analysis, Aged Balance • Move-in Certification - shows the total amount (count) of New Admission and Port-in certifications (move-ins) for the current month, by data area and project, as well as the average number (rate) of New Admission and Port-in certifications (move-ins) for the past three months, by data area and project. • Pulls in all Move In records (trans code 1, 4) with a status of "Completed." • Move-out Certification - shows the total amount (count) of End of Participation and Port-out certifications (move-outs) for the current month, by data area and project, as well as the average number (rate) of End of Participation and Port-out certifications (move-outs) for the past three months, by data area and project. • Pulls in all Move Out records (trans code 5, 6) with a status of "Completed."

  9. The occupancy analysis KPIs are best utilized daily (current views) and monthly (history views) and are helpful in discovering move-in and move-out trends within your agency. • Current view refresh: real-time; History view refresh: monthly • Aged Balance - shows all total aged, or past due, receivables amounts in 4 levels by AMP or development (current amounts, total amount of aged receivables over 30 days, over 60 days, and over 90 days), with the option to drill-down and view the total amounts of each tenant/customer account in each development. • This KPI is best utilized daily or weekly if there are problems you want to monitor closely. If you do not have problem areas to monitor, the KPI should be run at least monthly in order to review the status of past due receivables per AMP or development. • Current view refresh: daily; History view refresh: monthly

  10. Maintenance: Work Order Count • This KPI pulls in all open work orders with all statuses except "Cancelled" for each active AMP and development. • Drills down to the total open work orders per development, and then to each individual open work order. • It is recommended to use this KPI on a daily or weekly basis to keep track of daily workloads and evaluate employee performance. • Current view refresh: real-time; History view refresh: weekly.

  11. What Questions would you like to ask?

  12. Trainer: Emily Wallace Title: Product Manager Phone:1.877.359.5492 ext. 1404 Email: emily@tenmast.com

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