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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


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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