U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 Presentation to the TRACS Industry Meeting – October 21, 2004 (703) 236 -0901
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 ? 1 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 2 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 3 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 4 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 5 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 6 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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” 7 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 8 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 9 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 10 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 11 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 12 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project Follow-Up • If the improvements are implemented: – Post-implementation review – What improvements have been achieved? 13 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project 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 14 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project Your Opportunity for Involvement • Members of Business Process Action Teams • Participants in Focus Groups • Stakeholder Subject Matter Experts 15 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project Questions? 16 Presentation to the TRACS Industry Meeting – October 21, 2004
U. S. Department of Housing and Urban Development Rental Housing Assistance Business Process Improvement/Reengineering Project Need More Information or Want to Volunteer? • Call Mort Glassberg – (703) 236 -0939 • Send an e-mail to mglassberg@kadix. com • Talk with your HUD associates 17 Presentation to the TRACS Industry Meeting – October 21, 2004
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