2000 Best Practice Awards

Best Practice: At Home With Diversity: One America

Training Course for Real Estate Professionals Emphasizes Increasing Homeownership Opportunities

National. At Home With Diversity: One America is a groundbreaking educational initiative created by the National Association of Realtors and supported by HUD. It provides real estate professionals with training to expand homeownership opportunities in America's rapidly changing, culturally diverse population. The initiative increases the sensitivity and adaptability of real estate professionals to an expanding multicultural housing market and its curriculum explores the perceptions about home buying among different ethnic groups. Upon successful completion of the one-day course and remaining free of fair housing violations, real estate professionals are eligible to use the HUD One America logo on business and advertising materials. HUD promotes the One America initiative through such vehicles as Federal Housing Administration advertising and HUD's Web site where it recommends the use of One America-certified real estate professionals. Since the first training two years ago, more than 4,000 real estate professionals from state and local real estate boards and businesses, such as Century 21 and Coldwell Banker, have completed the course and partners, such as Freddie Mac and the National Council of La Raza, have joined the initiative.

Contact: Dennis Cronk , Phone: (312) 329-8200
Tracking Number: 1279
Winning Category: Program (Fair Housing and Equal Opportunity)

Best Practice: Best Practice in Project Management -- Year 2000 Project Office (Team 2000)

Successful Y2K Preparedness Efforts Also Result in Staff Education and Systems Documentation

National. Without the Year 2000 Project Office, a Y2K glitch at HUD could have left families nationwide without housing certificates and other vital services. HUD responded proactively to Y2K by establishing the Year 2000 Project Office (Team 2000). This project took an aggressive approach to identifying and correcting problems in HUD’s information systems, forms, computer platforms, embedded microchips and telecommunications. Team 2000 then went a step further by educating, preparing and involving HUD’s business partners to ensure they, too, would be able to correctly process or handle computer transactions on and beyond January 1, 2000. Team 2000 worked with Year 2000 experts, vendors, HUD computer system owners, HUD’s development community, HUD’s computer services group, building administrators, business partners and other government entities to make HUD Year 2000 compliant. HUD staff now can handle many of their own information technology issues. An unanticipated outcome included the depiction of HUD’s systems and business processes, which had never been documented.

Contact: Gloria Parker, Phone: (202) 708-1008
Tracking Number: 3022
Winning Category: Program (Chief Information Officer)

Best Practice: Credit Alert Interactive Voice Response System

System Pre-Screens Federal Program Loan Candidates for Existing Loan Defaults

National. The Credit Alert Interactive Voice Response System is a collaborative, cost-effective multi-agency effort to ensure that limited federal loan funds are directed to borrowers most likely to repay them. This system was established to pre-screen HUD loan candidates for any defaults. It has expanded to the Departments of Veteran Affairs, Education and Justice; the Rural Housing Service within the USDA; and the Small Business Administration, which have computer matching agreements with HUD. Primary lenders from grantee programs can access the system to pre-screen applicants. Credit Alert easily supports itself, annually recovering from federal borrowers more than four times the cost to operate and maintain the system. More than 35 million borrowers have been pre-screened through the system since 1987. HUD has avoided more than $21.1 billion in potential claims and $7.7 billion in potential losses as a direct result of Credit Alert.

Contact: Gloria Parker, Phone: (202) 708-1008
Tracking Number: 3026
Winning Category: Program (Chief Information Officer)

Best Practice: Determining Whether Waiting Time After Lead Paint Abatement Work Can Be Shortened

New Methods to Measure Lead Dust Re-Evaluate the Waiting Period Required Before Sampling

National. If time costs money, how much does two hours cost? Two hours is the approximate waiting period required after lead-based paint has been removed before conducting a clearance test of lead dust. The waiting period is required between final clean-up and clearance testing to allow settling of airborne dust particles. This study used an innovative combination of real-time measurement of airborne dust and mathematical methods to evaluate whether the waiting time can be shortened. A bedroom-size environmental test chamber was built for the project, complete with sophisticated ventilation and air purifying systems. Wooden doors with lead-based paint were dry sanded or scraped to generate the highest possible airborne lead concentration levels. By measuring the amount of airborne dust and using the measurements to project the amount of lead on the floor, the study instituted a more precise alternative to old methods of directly measuring lead dust on the floor. The study provided experimental evidence that the waiting period is necessary and should not be shortened or increased.

Contact: Sergey Grinshpun, Phone: (513) 558-0504
Tracking Number: 2014
Winning Category: Program (Office of Lead Hazard Control)

Best Practice: Electronic Forms Distribution

Easily Accessible Electronic Copies of HUD Forms Save Money and Time

National. This electronic forms distribution project provides the public with immediate direct electronic access to nearly 700 HUD forms. An estimated 600 forms are available via the Internet for direct downloading 24 hours a day. Many of these forms can be completed on-line, thereby minimizing the need for data entry by HUD staff. This project supports the Government Paperwork Elimination Act, which requires that government agencies make forms electronically accessible through the Internet for use by the public. The project provides immediate service to customers, saves customer and staff time, and increases data quality through customer on-line form completion. In addition, the project saves thousands of dollars in printing, shipping and storage costs.

Contact: Gloria Parker, Phone: (202) 708-1008
Tracking Number: 2987
Winning Category: Program (Chief Information Officer)

Best Practice: FHA Connection

Web-based Communication System Transforms How FHA Does Business

National. The FHA Connection in an Internet-based communication system that improves HUD’s ability to interact with its customers. The technological innovation allows HUD customers and employees to transmit and receive data directly from several of the major automated systems within the Office of Housing. FHA Connection processes more than 100,000 transactions each day. The Web-based nature of the system frees lenders from having to use phone lines or the mail to send and receive data. FHA Connection also contributes to higher levels of efficiency at HUD: since lenders complete the data entry instead of HUD employees, accuracy is increased. This means that HUD employees can shift their focus to finding solutions for problems and conducting quality reviews. In the future, FHA Connection will expand its operations to continue to provide enhanced customer service.

Contact: Kris D. Lasley, Phone: (202) 708-0614 Ext. 3480
Tracking Number: 2318
Winning Category: Program (Housing - Single Family)

Best Practice: Housing Development and Law Institute

Institute Improves Public Housing Programs By Linking HUD and Public Housing Agencies

National. The Housing Development and Law Institute is a national organization of attorneys who represent public housing agencies and others with an interest in the public housing program and the Section 8 assisted housing program. The institute serves as liaison between the public housing agencies and HUD. In that role, by helping improve relations between HUD and housing agencies, the organization has helped improve public housing programs. The institute solicits HUD comments on actions affecting multiple sites, such as the model state code for public housing agencies enabling legislation that would allow agencies to take advantage of new HUD initiatives, such as HOPE VI.

Contact: William Maher, Phone: (202) 289-3400
Tracking Number: 2186
Winning Category: Program (Office of General Counsel)

Best Practice: HUD's Center for Community and Interfaith Partnerships

Partnership Links HUD with Community- and Faith-Based Organizations

National. The Center for Community and Interfaith Partnerships links HUD to community- and faith-based organizations. The HUD Secretary established the center to expand HUD’s relationship with these nontraditional groups. The Center holds regional conferences to identify community needs, provides information on HUD programs and builds a network of organizations to maximize the impact of local and national community development projects. Through sessions, educational forums, coordination and partnership building, the center brings HUD programs to neighborhoods nationwide. The center’s participation in the Appalachian Summit following the President Clinton’s New Markets Initiative resulted in $1 million in new technical assistance for West Virginia and Kentucky.

Contact: Shannon Hefter, Phone: (202) 708-0614 Ext. 5191
Tracking Number: 1529
Winning Category: Program (Office of Administration)

Best Practice: HUD's Partnership with the America Institute of Certified Public Accountants

Partnership Facilitates Acceptance of Electronic Filing Requirements

National. The America Institute of Certified Public Accountants was instrumental in winning the support of certified public accountants in accepting the federal electronic submission requirement of financial information from entities in which HUD has a financial interest. The institute supported the Real Estate Assessment Center in its implementation of the electronic submission requirements by identifying accounting and auditing issues. The center also provided access to accounting professionals by hosting meetings and conferences and institute staff attended meetings convened by the center. In addition, the institute invited the center to present on HUD electronic filing requirements at several industry conferences.

Contact: Ian MacKay, Phone: (202) 434-9253
Tracking Number: 641
Winning Category: Program (Real Estate Assessment Center)

Best Practice: HUDWeb

Award-Winning HUD Intranet Site Improves Efficiency and Internal Communication

HUD began its Intranet site—HUDWeb—to improve internal communication and provide a tool to help staff members gain access to the information they need to effectively do their jobs. With more than 550,000 hits each month, HUDWeb has proved to be highly successful. HUDWeb serves as a management tool, fostering communication on policy and procedures, providing a departmental clearinghouse, and streamlining internal operations. For example, rather than print and distribute thousands of job announcements to HUD offices nationwide, HUD simply posts the notices on HUDWeb. Staff used HUDWeb’s chat rooms extensively during management reform as a forum to discuss issues and concerns related to the reform initiative. Homepages for headquarters and local offices give staff the opportunity to share lessons learned between HUD offices. The site posts new information daily and the main page is updated weekly to draw attention to breaking news, events or initiatives. For two years in a row, HUDWeb has been recognized by CIO Magazine as one of the best Intranet sites in the public and private sector.

Contact: Phyllis Preston/Candis Harrison, Phone: (202) 708-1547
Tracking Number: 25
Winning Category: Program (Office of Departmental Operations and Coordination)

Best Practice: Information Technology Investment Portfolio System (I-TIPS)

Computer System Enables HUD to Boost Efficiency, Meet Goals, and Maintain Compliance

National. The federal government established the Information Technology Investment Portfolio System, an innovative Web-based, Government-Off-The-Shelf decision-support and project management package to manage information technology investments in a uniform manner within and across agencies. The system is readily accessible through the Internet and is easily tailored to meet organizational needs. It includes an evaluation component that measures the degree to which each completed and fully-operational information technology initiative within the HUD’s portfolio met its functional, technical, cost and schedule goals, and the degree to which the initiative fulfilled its contribution to HUD’s mission. The system has promoted greater communication and collaboration among all stakeholders in HUD’s information technology investment process. The system provides a standard database of information that has streamlined the process of submitting standard reports to the Office of Management and Budget, thereby improving HUD’s compliance with OMB.

Contact: Gloria Parker, Phone: (202) 708-1008
Tracking Number: 3006
Winning Category: Program (Chief Information Center)

Best Practice: Integrated Assessment Subsystem

System Assesses Operations of Public Housing Agencies to Improve Management Practices

National. In 1997, HUD used an innovative tool called an Integrated Assessment Subsystem to launch an aggressive effort to improve monitoring and oversight of the nation’s public housing stock. The department developed regulations creating a Public Housing Assessment System that assesses the physical, financial and management operations of each public housing agency as well as resident satisfaction. HUD’s Real Estate Assessment Center (REAC) was created to develop and manage the processes needed to complete these assessments. To gauge the overall condition of an agency and assign a numeric score for comparing agencies with each other, REAC developed the Integrated Assessment Subsystem (NASS). The system is a totally electronic application that consolidates the data from each of REAC’s four assessment subsystems to produce an overall score. NASS also produces a series of Internet-based reports that public housing agencies can access throughout the year to monitor the status of their assessments. By scoring each agency, HUD pushes those with lower scores to improve their operations and encourages those with high scores to keep up the good work.

Contact: Andrew Nelson, Phone: (202) 708-4932 Ext. 3951
Tracking Number: 1813
Winning Category: Program (Real Estate Assessment Center)

Best Practice: Inventory Assessment System

Construction of Comprehensive HUD Database Facilitated by Use of Auto IDs

National. HUD’s Inventory Assessment Subsystem (VASS) is an initiative to compile a central database housing a complete and accurate inventory of all HUD properties, buildings and units, as well as other critical information for matching unit-based funding requests to funding needs. Collection of the VASS data involves performing a walk-through of housing properties while using a hand-held data collection tool that has user-friendly data entry screens to capture information electronically. While validating a standard set of data for the property inventory, the VASS team installs Auto IDs on all buildings. At the end of FY 1999, a successful pilot with the Alexandria Housing and Redevelopment Authority in Alexandria, VA, demonstrated the feasibility of using Auto ID technology and contract assistance in the creation of a baseline inventory for a public housing authority. The Auto ID will enable HUD to treat rental units as fixed assets that are tracked and accounted for in a systematic and consistent manner. The on-site, carefully managed Auto ID installation and data validation is the first time that HUD has undertaken a focused effort to record every building and unit for every property. With an accurate inventory of HUD’s properties and units, the department can maximize the use of its funding and become more accountable to the people it serves.

Contact: Richard Santangelo, Phone: (202) 708-4932 Ext. 3002
Tracking Number: 1923
Winning Category: Program (Real Estate Assessment Center)

Best Practice: Management Assessment Subsystem

Electronic System Used to Evaluate and Improve Performance of Public Housing Agencies

National. The Management Assessment Subsystem (MASS) is one of four key tools that HUD’s Real Estate Assessment Center (REAC) uses to evaluate the performance of a public housing agency. MASS allows public housing agencies to submit their management operations certification electronically and scores each submission automatically. The system assesses the management and operational effectiveness of agencies by measuring vacant unit turnaround, capital funds, work orders, annual inspections, security, and economic self-sufficiency. MASS replaces the manual submission of the form HUD-50072 and represents an appropriate use of available computer technology, as well as a substantial improvement in monitoring, tracking and communications efficiency. The MASS score is combined with three other Public Housing Assessment System indicator scores—physical condition, financial health and resident services and satisfaction—to arrive at an overall automated score for each agency. Ultimately, MASS will facilitate communication between HUD and individual agencies, encouraging improvements in the delivery of services to residents of public housing.

Contact: Wanda Funk, Phone: (202) 708-4932 Ext. 3276
Tracking Number: 542
Winning Category: Program (Real Estate Assessment Center)

Best Practice: REAC on the Web

HUD REAC Web Site Encourages Electronic Submission of Documents

National. HUD’s Real Estate Assessment Center (REAC) uses its Web site at www.hud.gov/reac as its primary means of communicating with customers, business partners and the public. In February 2000, REAC completed a major overhaul of the site, incorporating the best elements of a daily newspaper, public library and workstation for public and multifamily housing partners. REAC redesigned all the pages. The "What’s New" section features expiration dates for articles to ensure that posted information remains current. REAC developed a Web Publication Standards Guide detailing the content and technical requirements for postings on the site and trained a Web team to report and edit content. A new submission tracking database tracks posting status and facilitates performance reporting. A monthly "Partner Profile" section highlights the accomplishments of business partners. More than 1,500 customers visit the REAC Web site each month. Since January, more than 10,000 customers have electronically submitted financial statements and 90 percent of all public housing authorities have completed certification requirements for the resident survey process using the Web site.

Contact: Laurie Maggiano, Phone: (202) 708-4932 Ext. 3269
Tracking Number: 306
Winning Category: Program (Real Estate Assessment Center)

Best Practice: Single Family Appraisal Examination Task Force

Partnership Develops Appraisal Examination for FHA Appraisers

National. A committee of public and private partners assembled to develop a qualifying examination for appraisers who wish to be placed or remain on FHA’s roster. The examination ensures that appraisers are knowledgeable about the FHA appraisal processes. The roster is composed of appraisers approved to appraise properties in association with the FHA’s single-family mortgage insurance program. HUD joined with representatives from a number of industries—appraisal, homebuilding, mortgage banking and residential real estate—to develop the qualifying examination that enhances HUD’s ability to monitor and improve the quality of FHA appraisals. The members of the committee developed 200 questions that were beta-tested by 425 appraisers. Applicants wishing to qualify for the roster or remain on it are tested on 50 questions randomly selected from the pool of 200 developed by the committee. The test is administered at more than 350 test centers in all 50 states and the U.S. territories. Between June 1999 and April 2000, more than 27,000 appraisers took and passed the examination.

Contact: Leonard Nowak, Phone: (202) 708-4932 Ext. 3075
Tracking Number: 2189
Winning Category: Program (Real Estate Assessment Center)

Best Practice: Streamlining the Data Input Process for Multifamily Financial Assessment

Supplemental Data Sheet Facilitates Entry of Financial Information Into Electronic System

National. Multifamily Financial Assessment (MF-FASS) is a new HUD system developed by the Real Estate Assessment Center to collect financial information electronically from owners of HUD-insured and HUD-assisted multifamily housing developments via the Internet. Mr. Darren Johnson of Miller, Mayer, Sullivan and Stevens, LLP, is a certified public accountant who represents a number of multifamily property owners. Mr. Johnson recognized that his clients were having some difficulty gathering data to comply with the new HUD requirements because the MF-FASS submission contains several data elements not normally found in an audited financial statement. Volunteering his time, Mr. Johnson developed a supplemental data sheet to facilitate the entry of financial information into MF-FASS. The supplemental data form helps the person doing the submission by filling the gap between the audited financial statements and data required by MF-FASS. Mr. Johnson and members of his firm successfully submitted financial information for 160 multifamily projects. In addition, he was able to provide the Real Estate Assessment Center staff with valuable assistance in testing the MF-FASS application and providing feedback to HUD contractors who developed the system.

Contact: Darren C. Johnson, Phone: (606) 223-3095 Ext. 215
Tracking Number: 947
Winning Category: Program (Real Estate Assessment Center)

Best Practice: USDA Pilot of HUD’s Property Inspection System

Electronic Inspection System Enables Innovative Uses of Collected Data

National. The USDA Pilot of HUD’s Property Inspection System will enable the USDA’s Rural Development Agency to more efficiently inspect all properties that it financially supports, as is required of all federal agencies. USDA currently uses a manual process, which critics call subjective. The reliance on paper has prevented the agency from developing a database of property information or completing any meaningful analysis of inspection data. To avoid requiring multiple inspections on properties receiving USDA and HUD funding, USDA elected to test the new physical property inspection program developed by HUD’s Real Estate Assessment Center on its multifamily rural housing inventory in Nevada. Properties are logged on hand-held computers using HUD’s inspection software. The USDA pilot is the first step in establishing a national standard that will benefit tenants, taxpayers, property owners and the agencies involved. With 30 properties logged so far, the Nevada pilot is already considered a success. Plans are underway to extend the pilot to more than 350 USDA properties in the State of Washington.

Contact: William Brewer, Phone: (775) 887-1222 Ext.13
Tracking Number: 307
Winning Category: Program (Real Estate Assessment Center)

Best Practice: Working for Jobs™

Pre-apprenticeship Program Connects Public Housing Residents With Construction Jobs

National. Working for Jobs™ (WTJ) is a multi-city effort created by America Works Partnership to build local pre-apprenticeship training programs linking the building and construction industry with public housing authorities. This program builds locally-sustained centers providing career and economic development opportunities for low-income public housing residents. It relies on local relationships and leveraged resources that span government, labor unions, private industry and local community leaders. Working for Jobs provides technical assistance for housing authorities so they can develop a pre-apprenticeship program offering residents paid apprenticeship opportunities in the construction industry. Graduates gain access to a union-approved apprenticeship program. The training model provides incentives, supervision, internal support and exposure to work experience that helps residents transition to sustained employment. The program has been successfully replicated in more than 10 cities.

Contact: Edward Gorman, Phone: (202) 639-8811
Tracking Number: 1919
Winning Category: Program (Public and Indian Housing)

Content Archived: April 20, 2011