Development Tracking ToolWeb Portal

Christopher L. LaGrandChief Housing Investment Officer

Michigan State Housing Development AuthorityOctober 20, 2014

Michigan LEAN Consortium• MSHDA engaged with MLC to complete a Value

Stream Assessment (VSA) of our Multifamily Development Programs in May of 2013.

• The VSA included a SIPOC-R assessment, a waste walk/multi-vote prioritization and a current state process map related to our Multifamily Development Programs.

• SIPOC-R stands for suppliers, inputs, process, outputs, customers, and requirements.

The Current State Process was mapped to identify how the process is done. Ideas for improvements based on the guiding principles were developed from this current state map.

Eight Primary Ideas were developed from the process map and the idea bank:•New Updated Parameters•Developer Assessment Toolbox; Assigned to appropriate HDO for coaching, etc.•Pre-Construction Meetings; HDO to attend and champion•Tracking Tool; internal accountability and external transparency•Establish Basic Requirements without Conditions•Go – No Go; Requirements for go – no go with explanations•Auto fill Proforma Locked•Review Timeline for Exhibit Requirements

• The DEV ZEN team identified lack of common, near realtime information and assessment of MF development status within the loan process. Lack of this information causes confusion, delay, friction, misunderstanding, miscommunication, rework and lack of job/project satisfaction by customers and MSHDA staff.

• Design/Develop/Deploy Tracking tool on an expedited basis. Create a web-accessible Tracking Tool that would allow HDO's to input deal status information into the system and allow customers and other MSHDA development team members to understand actual near real-time status of any deal on a 24/7/365 basis.

IntroductionThe Development Tracking Portal was created to provide real-time information and assessment of multifamily development status within the loan process. The Development Tracking Portal generates a report that displays this information in an easy to read format.

Accessing the Development Tracking Portal:

User Access is dependent on the contact information in the Development Tracking database. Access is property specific and only contacts assigned to a property can access and view the Development Tracking Report of that property.

Using the Development Tracking Portal

After successfully logging into the Development Tracking Portal, a list of available properties is displayed. Click on any available property to display the Development Tracking Report.

Development Tracking Report

After click on a property, the Development Tracking Report will open in a new window. The report is divided into five different sections.

3.1.1 Report Sections

1. Development Information - This section contains the name of the property, address, application date, application type, and the Housing Development Officer assigned to the property. It also shows the current Pipeline Status of the property to easily identify what phase the property is in.

2. Preliminary Assessment Phase – This section contains information on the Preliminary Phase and is broken up into the following categories:

a. Application Package

b. Preliminary Market Study Status

c. Loan Committee Status

3. Threshold Assessment Phase – This section contains information on the Threshold Phase and is broken up into the following categories:

a. Legal Review g. Trade Payment Breakdown Status

b. Market Study Review h. Section 3 Plan Review Status

c. Environmental Review i. Operating Budget Review

d. CNA Review j. Staff Report and Proforma

e. Financial Statements Review

k. Loan Committee Status

f. Architectural Plans and Specifications

4. Commitment Phase – This section contains information on the Commitment Phase and is broken up into the following categories:

a. Legal Review h. EEO Plan Review

b. Market Study Review i. Prevailing Wage Review

c. Environmental Review j. Fair Housing Marketing Plan Review

d. NEPA Review k. URA Requirements Review

e. Architectural Plans and Specifications

l. Staff Report and Proforma

f. Trade Payment Breakdown (TPB) Review

m. Loan Committee Status

g. Section 3 Plan Review n. Board Status

5. Initial Closing Phase – This section contains information relating to the Initial Closing Phase and is broken up into the following categories:

a. Asset Management Review

b. Operating Agreements Review

c. URA Notice Review

d. Draw Schedule Review

e. Application for Disbursement Review

f. CD 700 Review