Download HIP Best Practices

Emily Wallace
Product Manager
1.877.359.5492 ext.
1404
[email protected]
Improving your HA’s performance through the
effective use of the Housing Intelligence Portal
 Why
Use HIP?
 How
to Effectively Implement HIP
 How
to Effectively Use HIP
Q
&A

Monitors your HA’s performance
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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
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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
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
Importance of FDS setup
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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
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
Viewing KPI’s effectively
Data refresh rates (real-time, daily, weekly, or monthly)
 Drill-downs
 Chart effects
 Saving layouts
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Using limits and alerts effectively
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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
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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:

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.

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Occupancy Analysis, Aged Balance
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."
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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
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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.