Process Improvement Checklist for Housing Authorities

Process Improvement Checklist for Housing Authorities

Public Housing Improvement Checklist

As independent consultants, we help Public Housing Authorities improve operations, processes, people, and technologies. Based upon this work and the surveys we have conducted, here is our Housing Authority improvement planning checklist.

  1. Improve Housing Authority Admissions, Asset Management, Development, Executive, Finance, Human Resources, IPS, Office Operations, Procurement, Property Management, Risk Management, and Safety.  Tips: Develop a high-level baseline of each major work area. Identify goals, issues, and opportunities. Determine the scope and level of redesign required. Develop baseline (current state) step-by-step process blueprints. Identify detailed process issues and goals. Develop a first level redesign to examine how procedural (non-technology) changes will improve processes. Develop a second level redesign to determine how better use of existing (owned) technologies can provide additional improvement. As required, identify how advanced technologies can further improve the process. Gain agreement to the level and scope of the redesign. Develop a change action plan to guide and measure changes.
  2. Replace older Housing Authority computer systems that are not working the way they should or are at end-of-life.  Tips: Discuss vendor level of support, if they overcharge, and if the software provides what is needed. Develop/assemble documentation of how the system works today (screens, calculations, interfaces, workflows, database, view, and portals). Identify related spreadsheets and workarounds. Develop how the system needs to function today and tomorrow. Consolidate and normalize areas. Rank system changes by primary (mandatory) and future. Develop system requirements, and as required a Request for Proposal (RFP). Develop data migration strategy.
  3. Better organize electronic documents, create electronic workflows, and improve content management systems. Tips: Identify if employees within and across departments have difficulty finding documents stored in email, shared drives, collaboration sites, data systems, content management systems and paper. Explore how electronic content management (ECM) systems (i.e. capture, recognition, electronic forms, electronic signature, content management, workflow, RPA, advanced search, portals, and electronic records management); or better coordination of current systems, can help. Develop a strategy to better index, search, manage and retain/dispose of records.
  4. Perform an information governance /records information management assessment. Review electronic (and if applicable paper) records management policies, procedures, and schedules. Update records management program, as required, to be in compliance with State, Federal, and organizational requirements.

To learn more about how CRE8 Independent Consultants can help, contact us, for a free consultation.  It is important to note that as independent consultants, CRE8 does not represent vendors and instead works directly for our end-user clients. This allows us to provide an objective voice regarding assessment/selection of process improvement options and vendor solutions.

About the Author. George Dunn, the president of CRE8 Independent Consultants, is a worldwide recognized consultant, speaker, instructor, and author on business process improvement, advanced technologies, governance, and computer system replacement. He has extensive experience assisting Housing Authorities.   George can be reached as follows.

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