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HIP BEST PRACTICESImproving your HA’s performance through the effective use of the Housing Intelligence Portal
Emily Wallace
Product Manager
1.877.359.5492 ext. 1404
Why Use HIP?
How to Effectively Implement HIP
How to Effectively Use HIP
Q & A
WHAT WILL WE COVER?
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)
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
How to effectively Implement HIP
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
Using KPIs to solve your real-world problems Accounting: REAC DSCR Financial Ratio Housing: Occupancy Analysis, Aged Balance Maintenance: Work Order Count
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
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."
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
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.
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