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Rental Housing Assistance Business Process Improvement / Reengineering Project Presentation to the TRACS Industry Meeting October 21, 2004 Please forward comments/questions to: Kadix systems 4245 N. Fairfax Drive, Arlington, VA 22203 (703) 236-0901 Introduction by Lanier Hylton

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Rental Housing AssistanceBusiness Process Improvement / Reengineering ProjectPresentation to the TRACS Industry Meeting

October 21, 2004

Please forward comments/questions to: Kadix systems

4245 N. Fairfax Drive, Arlington, VA 22203 (703) 236-0901

slide2

Introduction by Lanier Hylton

  • Why are we having this session today ?
  • Why is HUD doing this project ?
  • What are HUD’s objectives for this project?
  • What’s in it for you ?

Presentation to the TRACS Industry Meeting – October 21, 2004

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Agenda

  • Introduction by Mr. Hylton
  • Meet the Contractor Team
  • Key Objectives of Business Process Improvement / Business Process Reengineering (BPI / BPR)
  • HUD’s BPI Methodology
  • Next Steps
  • Your Opportunity for Involvement
  • Questions and Answers

Presentation to the TRACS Industry Meeting – October 21, 2004

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Meet the Contractor Team

  • Kadix Systems (Prime):
    • Mort Glassberg, Project Manager
    • Doug Layman, Project Oversight and Methodology
    • Gayle Berkeley, BPR Business Systems Specialist
    • Kristie Barrett. BPR Business Systems Analyst
    • Sheena Taylor, BPR Business Systems Analyst (Junior)
  • Quadel Consulting (Subcontractor)
    • Stephanie Cosgrove, BPR Business Systems Analyst
    • Housing Subject Matter Experts

Presentation to the TRACS Industry Meeting – October 21, 2004

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Key Objectives of BPI / BPR

  • BPR is:
    • A method for achieving Cross-Cutting Strategic Goals
    • Such as HUD 2020 goals like: “…redesign contract procurement” or, “…(streamline) rental housing certificate/voucher programs”
  • BPR is used at HUD to:
    • Create better measures to assess performance and productivity
    • Increase effectiveness and efficiency of HUD’s resources
    • Leverage technology to enhance processes
    • Apply technology to support HUD’s workforce, its citizen customers, and to enhance its business partner relationships

Presentation to the TRACS Industry Meeting – October 21, 2004

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HUD’s BPI Methodology

  • Each project is a well-managed effort, conforming to:
    • structured reporting and progress requirements
    • standard methods and range of documentation
    • appropriate definition of scope and objectives
    • measurable execution/performance oversight

Presentation to the TRACS Industry Meeting – October 21, 2004

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Steps in the Process

  • Evaluation Period
  • Phase 1: Project Mobilization
  • Phase 2: Business Diagnosis – “As-Is” Model
  • Phase 3: Process Direction
  • Phase 4: Recommended Solution
  • Implement BPR Recommendations
  • Follow-Up

Presentation to the TRACS Industry Meeting – October 21, 2004

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Evaluation Period

  • Each potential project is assessed & scored
  • BPI opportunities show high ROI potential:
    • Redefining/streamlining processes & workflow
    • Organizing & empowering HUD’s people
    • Capitalizing on advances in technology
    • Alignment of people/process/technology with Department strategic goals
  • Score determines “green light” or “no go”

Presentation to the TRACS Industry Meeting – October 21, 2004

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Phase 1: Project Mobilization

  • Vendor selection & contracting
  • Forming the project team(s)
  • Project planning, scheduling, & preparation
  • Statement of goals & priorities
  • Stakeholder analysis
  • SWOT analysis
  • Identification of Critical Success Factors

Presentation to the TRACS Industry Meeting – October 21, 2004

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Phase 2: Business Diagnosis (“As-Is” Model)

  • Documentation of the current environment
    • People – Processes - Technology
  • Identification of constraints
    • Legislative – Financial – Business Partner – Etc
  • Definition of Key Business Requirements
  • “As-Is” Process Maps and Model

Presentation to the TRACS Industry Meeting – October 21, 2004

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Phase 3: Process Direction (“To-Be” Model)

  • Assess value of defined processes
  • Define measurements to check progress
  • Define ideal future state for the environment
  • Document a Gap Analysis
    • How processes, people, technology can improve
    • Documentation of transition needed to get there
    • Major risks and challenges

Presentation to the TRACS Industry Meeting – October 21, 2004

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Phase 4: Recommended Solution

  • “Reality” view of what should be done
  • Makes the business case for changes
  • Defines road map/plan for implementation
  • Cost estimates & cost/benefit analysis
  • Data entry to I-TIPS for budget planning
  • Knowledge transfer activities
  • Business Area sign-off at conclusion

Presentation to the TRACS Industry Meeting – October 21, 2004

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Implement BPR Recommendations

  • If the project is funded:
    • Technology is reengineered or replaced
    • Processes are redesigned or eliminated
    • People are supported through the changes
    • Performance improvements are measured
    • Progress is measured and communicated

Presentation to the TRACS Industry Meeting – October 21, 2004

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Follow-Up

  • If the improvements are implemented:
    • Post-implementation review
    • What improvements have been achieved?

Presentation to the TRACS Industry Meeting – October 21, 2004

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Next Steps

  • We’re early in Phase 1: Project Mobilization Phase
  • Still need to determine HUD team members
    • Core Reengineering Team
    • Steering Team
    • Business Process Action Teams
  • HUD Kick Off
  • Series of workshops and meetings coming soon

Presentation to the TRACS Industry Meeting – October 21, 2004

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Your Opportunity for Involvement

  • Members of Business Process Action Teams
  • Participants in Focus Groups
  • Stakeholder Subject Matter Experts

Presentation to the TRACS Industry Meeting – October 21, 2004

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Questions?

Presentation to the TRACS Industry Meeting – October 21, 2004

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Need More Information or Want to Volunteer?

  • Call Mort Glassberg – (703) 236-0939
  • Send an e-mail tomglassberg@kadix.com
  • Talk with your HUD associates

Presentation to the TRACS Industry Meeting – October 21, 2004