NAHASDA IHP/APR Reporting Process a Case Study for Housing Management

1. NAHASDAIHP/APR Reporting Processa Case Study for Housing Management Russell Sossamon – Executive Director – Housing Authority of the Choctaw Nation Steve Wilcox – Vice President– Intertribal Software How the Housing Authority of the Choctaw Nation of Oklahoma changed the method for reporting the required hudIndian housing plan (IHP) and the annual performance report (apr)using technology.

2. Case Elements – Housing Authority of the Choctaw Nation – IHP/APR Reporting • HACNO Desired to streamline the IHP/APR Reporting Process • Input required multiple Directors to provide budgetary numbers and activities twice a year for APR then IHP • Very little reference was made between IHP data and APR data throughout the year • APR was always conducted in a rush. Lots of room for errors. • Connection between IHP and APR data and Finance was very disconnected • Department performances were not measured enough during the year. • Very Difficult to consolidate Financial and Performance numbers between departments • Creating a plan to move to a monthly reporting and monitoring processes would improve overall services and performance of the Housing Authority.

3. Challenges • Setting up a document in Laserfiche Forms that looked and flowed like the document we were used to working with to complete our IHP/ARP reporting • Setting up a workflow to remind and track the reporting status • Getting accounting staff involved with streamlining reports and availability of reports • Monthly reports vs Quarterly or Annually • Training on the system

4. Process • Email notification that a task is due • Gather accounting documentation • Gather service number information • Log into Laserfiche forms • Complete and update information as needed • Attach documentation • Submit form

5. Results • More accurate accounting numbers from beginning balances to expenses and obligated funds • Backup documentation is accurate and up-to-date • More timely completion of annual reports • Projections from the collected data can be produced more accurately for expanded time frames

6. IHP/APR Reporting ProcessPrimary Technology Components • Laserfiche Forms • Laserfiche Workflow • Laserfiche Repository • Email Notifications • SQL Server • Official HUD Developed IHP/APR Spreadsheet • Reports Web App Using Crystal Reports

7. Laserfiche Forms – Home Page were Departments can launch reporting forms.

8. Laserfiche Forms – Manage Processes Page

9. Laserfiche Forms – The Process Modeler – Automates the Process of Finance and OMB review of each monthly Report

10. Laserfiche Forms – The IHP Data Collection Form

11. Laserfiche Forms – The IHP Form

12. Laserfiche Forms – The APR Form

13. Laserfiche Forms – The APR Form

14. Laserfiche Forms – The APR Form

15. Laserfiche Forms – The APR Form

16. Laserfiche Workflow - Designer

17. Laserfiche Repository

18. Email Notifications

19. Email Notifications

20. Email Notifications

21. SQL Server – Workflows Store Forms Data in a Database

22. Export from SQL Server and Import to HUD Spreadsheet is Automated

23. Export from SQL Server and Import to HUD Spreadsheet is Automated

24. Export from SQL Server and Import to HUD Spreadsheet is Automated

25. Reports can be created and deployed via the Intertribal Software Web Reporting App

26. Reports can be created and deployed via a Web App and Crystal Reports