Mississippi Housing Authority, Section 8 Management Assessment Program (SEMAP)

Department of Housing and Urban Development (HUD) in Birmingham, Alabama

SEMAP

USSMC conducted a Section 8 Management Assessment Program (SEMAP) assessment for the Mississippi Housing Authority to measure PHA management performance in 14 key areas of the section 8 tenant-based assistance programs. USSMC was able to assist with this SEMAP to enable HUD to ensure program integrity and accountability by identifying PHA management capabilities and deficiencies, and by identifying PHA management capabilities and deficiencies, and by improving risk assessment to effectively target monitoring and program assistance. PHAs can use SEMAP performance assessment as a check on their own program operations.

USSMC conducted an on-site confirmatory review of the certification as submitted by the MRHA VI under the SEMAP program for fiscal year end September 30, 2004. The standard criteria was established in the form of 14 indicators, or measures of performance, which are set out below:

Indicator 1: Selection from the Waiting List

Indicator 2: Reasonable Rent

Indicator 3: Determination of Adjusted Income

Indicator 4: Utility Allowance Schedule

Indicator 5: HQS Quality Control

Indicator 6: HQS Enforcement

Indicator 7: Expanding, Housing Opportunities

Indicator 8: Payment Standards

Indicator 9: Timely Annual Reexaminations

Indicator 10: Correct Tenant Rent Calculations

Indicator 11: Pre-Contract HQS Inspections

Indicator 12: Annual HQS Inspections

Indicator 13: Lease-up

Indicator 14: Family Self-Sufficiency, De-concentration Bonus.

The confirmatory review was performed for the purposes of Field Office verification to which a housing authority certified and for the accuracy of the data derived from Field Office files. Housing Authorities were required to submit responses and submit their Certification on-line on the Public and Indian Housing Information Center (PIC) system for all indicators. The initial ratings for indicators 1 through 7 were assigned by the SEMAP system based directly on the PHA’s SEMAP Certification. USSMC verified this information during the on-site review to determine the accuracy of the PHA’s Certification for these indicators. USSMC then reviewed the PHA’s Quality Control (QC) samples of files or records reviewed by PHA supervisors or other qualified persons to determine if the work documented in the files or records conformed to program requirements. USSMC also reviewed a randomly selected group of tenant files for each indicator to access the PHA’s compliance with HUD requirements.

In addition, USSMC reviewed data submitted to MTCS, and conducted interviews and discussions with PHA management and staff regarding aspects of the HCV program.

Each section of the report covered a specific indicator and its status. Any deficiencies for that indicator were defined at the end of each section. Required corrective actions were cited, when applicable. USSMC’s reviewer’s concerns and recommendations were also included in the report. When the review disclosed that the PHA’s SEMAP certification was not accurate, our Agency adjusted the application performance indicator’s score and overall performance rating. Any modified ratings were stated at the end of the report.

Implementation Results or Status:

USSMC provided SEMAP Assessment services needed for the Section Eight Management Assessment Program (SEMAP). USSMC measured the performance of the public housing agencies (PHA’s) that administer the housing choice voucher program in 14 keys areas in accordance with the specified areas sited in the stated SOW. USSMC helped HUD through the SEMAP program to monitor and provide assistance to PHA program that needed the most improvement for a four month period starting.

USSMC‘s work of the SEMAP Confirmatory Review involved a critical examination of the process the PHA utilized to complete the SEMAP certification. It also included reviewing the development of the quality control sample for each SEMAP performance indicator and the overall management of SEMAP certification process. USSMC involved this in its operational approach. Completed all statement of work requirements.

Department of Housing and Urban Development (HUD) in Birmingham, Alabama

SEMAP USSMC Project team provided SEMAP Evaluations for the United States Department of Housing and Urban Development (HUD) in Birmingham Alabama, in accordance with HUD regulations to assess annually each PHA’s performance under the Section Management Assessment Program SEMAP and must assign annually each PHA a SEMAP and overall performance rating. USSMC conducted onsite reviews of the PHA Housing Choice Voucher Program in order to assess the magnitude and seriousness of the PHA non-compliance with HUD regulations and SEMAP performance requirements. In addition USSMC provided a technical assistance plan, conducted on site reviews, provided written reports that included SEMAP indicators; an assessment of the PHA’s preparation and submission of the 50058 family information reports and information to determine whether the PHA is properly collecting, recording and providing correct tenant program information to HUD; an assessment of the adequacy of staffing levels, staff knowledge, type and training needs and the adequacy of office space and equipment. USSMC will verify the HAP register against the tenant files (using the sample from Indicator J); evaluate Section 8 procurement to determine: compliance with HUD requirements, PHA Procurement Policy; and that Board approval of expenditures from reserves was obtained when required. USSMC will review administrative fees and operating reserves to determine if these funds are sufficient to cover program administration; identify problem areas if not and evaluate whether the salary pro-ration between the Section 8 program and the management contract for each property as appropriate. In addition, completed Corrective Action Plans for HUD review and approval so that HUD could continue to monitor the CAP (corrective action plan) that addresses the Annual Contributions Contracts (ACC). USSMC addressed in this endeavor a total of 373 units. These SEMAP assessments were conducted on Carrolton Properties and NorthPort Properties, in Alabama.

Implementation Results or Status:

USSMC provided SEMAP Assessment services needed for the Section Eight Management Assessment Program (SEMAP). USSMC measured the performance of the public housing agencies (PHA’s) that administer the housing choice voucher program in 14 keys areas in accordance with the specified areas sited in the stated SOW. USSMC helped HUD through the SEMAP program to monitor and provide assistance to PHA program that needed the most improvement for a four month period starting.

USSMC‘s work of the SEMAP Confirmatory Review involved a critical examination of the process the PHA utilized to complete the SEMAP certification. It also included reviewing the development of the quality control sample for each SEMAP performance indicator and the overall management of SEMAP certification process. USSMC involved this in its operational approach. Completed all statement of work requirements.

United States Department of Housing and Development

Atlanta Contracting Operations

Atlanta, Georgia

US DHUD, Atlanta Contracting Operations, Atlanta, GA: This SEMAP assessment were conducted on Carrolton Properties and NorthPort Properties, in Alabama. USSMC Project team provided SEMAP Evaluations for the United States Department of Housing and Urban Development (HUD) in Alabama, in accordance with HUD regulations to assess annually each PHA’s performance under the Section Management Assessment Program SEMAP and must assign annually each PHA a SEMAP and overall performance rating. USSMC conducted onsite reviews of the PHA Housing Choice Voucher Program in order to assess the magnitude and seriousness of the PHA non-compliance with HUD regulations and SEMAP performance requirements. In addition USSMC provided a technical assistance plan, conducted on site reviews, provided written reports that included SEMAP indicators; an assessment of the PHA’s preparation and submission of the 50058 family information reports and information to determine whether the PHA is properly collecting, recording and providing correct tenant program information to HUD; an assessment of the adequacy of staffing levels, staff knowledge, type and training needs and the adequacy of office space and equipment. USSMC will verify the HAP register against the tenant files (using the sample from Indicator J); evaluate Section 8 procurement to determine: compliance with HUD requirements, PHA Procurement Policy; and that Board approval of expenditures from reserves was obtained when required. USSMC will review administrative fees and operating reserves to determine if these funds are sufficient to cover program administration; identify problem areas if not and evaluate whether the salary pro-ration between the Section 8 program and the management contract for each property as appropriate. In addition, completed Corrective Action Plans for HUD review and approval so that HUD could continue to monitor the CAP (corrective action plan) that addresses the Annual Contributions Contracts (ACC). USSMC addressed in this endeavor a total of 279 plus 373 units totaling 652.

Implementation Results or Status:

Completed all statement of work requirements successfully and as scheduled.

Department of Housing and Urban Development (HUD)

Office of Public and Indian Housing Bulk Mailing, Administrative & Correspondence Support (BM&CS): Bulk Mailing for Housing Voucher

USSMC has provided the following procurement and correspondence support services, as ordered; Task 1 – Correspondence: In accordance with orders received from the GTM, USSMC provided a preliminary draft of all correspondence to address initial draft letters, memorandums, notes, charts and reports for review and comments. USSMC also completed final drafts for letters, memorandums, notes, charts and reports. USSMC prepared the final correspondence using the appropriate letterhead and incorporating all program official comments. USSMC monitored and tracked all incoming/outgoing responses sent out by USSMC that required a response due date. USSMC completed drafts and edits on correspondence for the Housing Voucher Management and Operations Division, REAC, and the Office of Field Operations. USSMC prepared the final correspondence using the appropriate letterhead and incorporated all program official comments. Task 2 – Bulk Mailing: In accordance with orders received from the GTM, USSMC prepared and mailed letters, as needed, at various intervals as applicable for the following: 1) Respond and mail the Notification of Recaptures for Funding actions to Public Housing Authorities (PHAs), 2) Respond and mail the Housing Choice Voucher (HCV) Homeownership and tenant-based public housing resident’s correspondence, 3) Bulk Mailings on various issues to all PHAs. Task 3 – Special Mailings: USSMC mailed HUD Notices, handbooks, etc., to the public and HUD field offices via regular mail system or as instructed by the GTR/GTM. Completed all tasked successfully before schedule.

United States Department of Housing Urban and Development Office of Departmental Equal Employment Opportunity

As part of HUD's Office of Departmental EEO's new re-organizational efforts, USSMC conducted a specialized Cohesive Team Strategies Training and Facilitation. This contractor met with the Director, Deputy Director and all Program Managers to identify current ODEEO issues and concerns of better productivity and performance action strategies. Real life work scenarios were requested and addressed during the training.

This training and all other training requirements cited below were based on the following themes:

• Day One: Revitalize, Replenish,
  

• Day Two: Reduce Stress and Positive Reinforcement and
  

• Day Three: Motivate and Wake-up Creative Skills.
  

There were a total of (27) staff that participated from both the Texas Facility and Headquarters Office. The training participants were comprised of both staff and management. USSMC conducted an extensive departmental organizational cultural analysis and full examination of the department's performance elements and standards, goals and objectives of the EEO Case Management Component, the Affirmative Employment Component and the Alternative Dispute Resolution Component. The team extensively reviewed these critical areas as it related to various reporting needs, outreach training needs and specialized activities for the Chief, Deputy Director, managers and staff and other stakeholders impacted by these (3) components. Recommendations and work-plans for all areas were completed. USSMC is still providing input and follow-up for the following areas: as it relates to operations, cost, external relationships w/customers and relationships between management and staff. Examined all position descriptions and made recommendations for additional performance standards and measurements the process of training over 9,000 staff in ADR/Mediation related subject areas.

United States Department of Agriculture

Rural Housing Service

The Department of Agriculture Rural Housing Service (RHS) has the primary mission to restore public trust by improving the multifamily housing stock for thousands of American families and by reducing fraud, waste and abuse in federal programs. USSMC was charged with assisting RHS in this effort by preparing a performance based technical statement of work that helped RHS achieve this objective by making sure that this statement work addressed their ability to: 1) assess whether Owners/Management Agent (O/MA) and management agent multifamily projects have 1) complied with their statutory, regulatory and contractual obligations; 2) determined what actions needed to be taken with respect to these projects; and 3) pursued the proposed remedial actions to a successful conclusion. USSMC prepared this statement of work so that RHS could acquire the services of a Contractor for assistance in providing a comprehensive analysis of the project portfolios under review. This statement of work addressed an inspection software protocol of Rural Development Housing Office for perspective contractors who might be interested in bidding on this requirement.

United States Department of Housing Urban and Development

Product Manager: Responsible for defining the requirements and vision for, the US Department of Housing Urban and Development Single Family Homes Division 203(k) system’s inspection reporting software for 203(k) Inspector users, 203(k) Plan Reviewers and developing the plans to implement it. Ensured the 203(k) inspection software product was defined and completed according to the needs of HUD’s Single Family Homes Division 203(k) requirements and standards. Defined complete product (solution) for defined single-family homeowners’ market segment. Produced product plans to include analysis of markets and segments. Prepared product requirement specifications and maintained release schedules. Performed detailed software product planning, market validations and created product roadmap that informed the organization of the proposed direction of the product throughout its lifecycle.

Lead cross-functional product planning teams that defined detailed functional specifications, requirements and future priorities and future allocations. USSMC maintained collaborative relationships with engineering and sales team of USSMC and HUD's information management unit. Actively participated in development meetings that monitored progress against the project plan and market requirements. Managed the 203(k) software product through its entire lifecycle and assisted the software development team in guiding the process for requirements definition, project planning and management.

Project Management: Once the above was implemented, responsibilities then included overseeing USSMC Project Team staff field review of all Architectural 203(k) Case Plan Field Reviews and inspections performed on work write-ups and field review reports completed by HUD Approved 203(k) Consultants/Plan Reviewers/Inspectors on existing construction (interior and exterior properties) being rehabilitated before construction starts, during the rehab phase and after the completion of the rehab phase for single family properties. Responsible for ensuring that the work being completed on these properties that received high loan-to-value 203(k) rehabilitation financing complied with various HUD book requirements. Other duties included obtaining all current owner information from mortgage companies and setting the appointments for field reviewers to accomplish this work. Ensured USSMC Project staff reviewed for quality assurance construction specifications, building codes, cost estimating, work planning, construction work methods, inspection, materials and workmanship, and health and safety requirements. Maintained and tracked on USSMC and HUD database all statistical and demographic information on all owners of these 203(K) properties, using an in-house tracking system and reporting mechanism to HUD's COTR.

USSMC performed Field Reviews of 203(k) Inspections and Architectural Plans Reviews for the HUD Baltimore, MD Office for the entire state of Maryland under the Philadelphia Headquarters Office. USSMC was required to obtain current owner information from the mortgage company and made appointments to accomplish this work. These services also required extensive travel.

The Government assigned work to this contractor through the issuance of task orders. The tasks orders were issued by written order, telephone, or facsimile machine by the Contracting Officer, GTR, or authorized ordering official. In addition to the GTR, the following staff members were issued call orders (assign cases) within the limits of the contract. Although this contract was issued out of the Headquarters Office in Philadelphia, the COTR for this contract was Ms. Hilda Jones with Single Family Housing Division in Baltimore, MD. Later Mr. Dominic Garafono became the COTR.

The field reviews of 203 (k) included the review of work write-ups, cost estimates and physical inspection (interior/ exterior) of the property being rehabilitated before construction started, during the rehab phase, or after completion of the rehab with the Baltimore, MD Office jurisdiction. USSMC performed Architectural Plan Reviews and Inspections on work write-ups, and cost estimates completed by HUD approved 203(k) Consultants/ Plan Reviews/Inspectors on existing construction single family properties receiving high loan-to-value 203(k) rehabilitation financing to ensure that:

1. Work completed complied with requirements set in:

• HUD Handbook 4240.4 REV-2 203 (k) Handbook, Rehabilitation Home Mortgage Insurance;
  

• Mortgagee Letter 94-11 dated March 17, 1994;
  

• Mortgage Letter 95-40 dated September 13, 1995;
  

• HUD Handbook 4905.1 REV-1, Requirements for Existing Housing One to Four Family Units;
  

• HUD Handbook 4145.1 REV-2 CHG1, Appendix 8, Site Grading and Drainage Guidelines;
  

• HUD Minimum Property Standards in 24 CFR 200.296d(HUD) Handbook 4910.1, Minimum Property Standards for Multifamily Housing, Appendices C, F and K);
  

• HUD accepted local, state or CABO building codes.
  

1. Cost estimate was reasonable and typical for the kind of work that was completed and the area in which the work was completed. This work complied with HUD Handbook 4240.4 REV-2, 203(k) Handbook, Rehabilitation Home Mortgage Insurance, Mortgagee Letter 9411 dated March 17m 1994 and Mortgage Letter 95=40 dated September 13, 1995.

USSMC documented each review on the 203(k) Architectural Review Form provided by the local Office. The report must be concise and fully documented and submitted to the Baltimore Office within 30 days from the date of assignment. Periodic update training is provided as directed by the Philadelphia Office.

Edgewood Management Corporation

Conducted full system studies and provided technical assistance to the customer: Edgewood Management Corporation/Mid-city Financial Corporation's Section (8) and other Public Housing entities. Provided training to new property managers in the leasing of at least 30% of the subsidized units to low-income families (families whose incomes was 50% of a or below the local median income). Under this program priority was given to projects with 20% of their units in Section (8); Some properties were housed predominantly by senior citizens and this requirement for the number of units was not mandated. Also assisted new Social Services Directors. Provided Project management direction of (20) Public Housing properties and the social services division at each of these properties. Wrote initial full project proposal and cost proposal and received over 22 million dollars in funding for the Operations of these Public Housing Entities and Social Service Project from the President, Board of Directors, and the Mid-city Financial Corporation. Our Social Workers also provided counseling and supportive services to the families and their children.

Provided project management direction for the following areas: operations program planning, security procedures, and implementation, expansion, enhancement and renovation efforts to Section (8). Also provided customer guidance, and income maintenance assistance to other facility sites Section (8) and other public assistance residents. Conducted evaluation and integration of social programs to over 20,000 residents. Orientated over 20 property managers in procedures as it related to running public operated facilities, assisted in the preparation of proposals to retrieve federal funds. Coordinated resident boards and neighborhood task forces and involved community members, the fire and police departments, property management, maintenance. USSMC was responsible for reviewing all employee information from all 20 properties.

Re-evaluated the current budget system and incorporate the zero-based budget approach in meeting the overall organizational goals, and current operations and services for the residents. Identified and rearranged resources and other agencies in an effort to curtail existing cost in establishing and operating Social Programs at each site. Other duties included the review of the current system, staff and residents; staff and residents’ data and inputs; review of inputs and operations; major control points of the existing and future systems. The following control points were reviewed and examined: proposed economic cost chart; present economic cost chart; average time spent in building operations, maintenance and repair; average time spent for proposed social programs; merging of two methodologies of change; proposed staff organization, present staff organization; flow process chart (present);flow process chart(proposed)

Financial report; present resident structure database; and the proposed resident structure database.

USSMC Events Planning/Conference Service Highlights are cited below:

U.S. Department of Health and Human Services, SAMSHA In support of the Center for Social Innovation a woman-owned small business dedicated to developing, testing, and disseminating creative solutions to complex social problems.

National 2010 Projects for Assistance in Transition, from Homelessness Grantee Meeting

Event Planner: USSMC is currently providing management consulting, logistical and administrative support, graphical design, signage, web development, web streaming, video and av support, meeting room requirements, giveaways, food and travel requirements. USSMC is also responsible for full contract negotiation for the Department of Health and Human Services. This is in preparation for over 300 program participants. This requirement at the Grand Hyatt from December 7-11, 2010. Additional support was required for the Regional Training that started in January or February 2011.

United States Department of Health and Human Services (SAMSHA) Special Events Planner:

National Projects for Assistance in Transition, from Homelessness(Path) Stakeholders Meeting:

Event Planner: USSMC provided management consultant, logistical support, graphical design, made hotel arrangements with the Grand Hyatt Washington and negotiated contract and required meeting rooms, AV Equipment, lunch, breaks and travel arrangements (Air, bus, and train arrangements for a national managers meeting for 40 participants. This requirement was held for three days for SAMSHA’s National Path Stakeholders Meeting. USSMC currently under this requirement is planning for other efforts for over 600 participants nationally across 50 states and the US territories consisting Guam, Puerto Rico, Northern Mariana Islands, U.S. Virgin Islands, and American Samoa for nine months.

Projects for Assistance in Transition, from Homelessness (PATH), Washington, DC. National /Regional (PATH) Stakeholders Meetings from contract acceptance to overall event planned execution activities for SAMSHA’s 900 participants at the Washington DC Grand Hyatt Hotel. Meetings continued to be approved by Congress through first Webinar for the agency and saved agency over 50% of its budget allocation.

• Project Management
  

• Responsible for Hotel Sleeping Room Block Negotiation
  

• Responsible for Negotiating Meeting Rental Room Package with Hotel
  

• Travel Management
  

• Information Management to include Website Design
  

• Database Management
  

• Registration
  

• Help Desk and Technical Support
  

• Graphical Design
  

• Printing and Program Design of Materials
  

• Logistical/Administrative Management
  

• Customer Gift Giveaways and Binders
  

• AV Equipment
  

• CD Rooms
  

• UV Coating Gloss
  

• Shipping and Handling
  

• Flip Charts
  

U.S. Department of Health and Human Services, (SAMSHA) In support of the Center for Social Innovation a woman-owned small business dedicated to developing, testing, and disseminating creative solutions to complex social problems.

National Projects for Assistance in Transition from Homelessness (PATH) Grantee Meeting

Event Planner: USSMC is currently providing management consulting, logistical and administrative support, graphical design, signage, web development, web streaming, video and av support, meeting room requirements, giveaways, food and travel requirements. USSMC is also responsible for full contract negotiation for the Department of Health and Human Services. This is in preparation for over 300 program participants. This requirement at the Washington Grand Hyatt.

USSMC served as Logistics Coordinator for the HHS Path Stake Holders Conference

• 570 participants
  

• SAMSHA- 923,337.11 (for all 3 contracts)
  

National Projects for Assistance in Transition from Homelessness (Path) Stakeholders Meeting-

Event Planner: USSMC provided management consultant, logistical support, graphical design, made hotel arrangements with the Grand Hyatt Washington and negotiated contract and required meeting rooms, AV Equipment, lunch, breaks and travel arrangements (Air, bus, and train arrangements for a national managers meeting for 40 participants. This requirement was held for three days for SAMSHA’s National Path Stakeholders Meeting. USSMC currently under this requirement is planning for other efforts for over 600 participants nationally across 50 states and the US territories consisting Guam, Puerto Rico, Northern Mariana Islands, U.S. Virgin Islands, and American Samoa for nine months

United States Department of Agriculture

Rural Housing Service

Management Consultant/Conference Planner

USDA, Rural Housing Service (RHS) contracted USSMC, Inc., to assist them in planning the National Rural Housing Summit that is being held at the National Press Club in Washington, DC on June 16, 2003. This event is significant to rural Americans and their efforts to obtain affordable housing in rural America. Some of the notable attendees will include HUD Secretary Mel Martinez, Congresswoman Jo Ann Emerson, Congressman Allen Boyd, Congressman Robert Ney, Congressman Henry Bonilla, Steve Rotella, Dr. John Weicher, Dennis Dollar and Donald Powell. The Summit is being coordinated in conjunction with the celebration of National Homeownership Month in June by USSMC.

USSMC was responsible for providing consulting services to complete full conference planning and administration to include, but not limited to the following:

• Planned registration procedures
  

• Determined format, produce and distribute invitations for participants
  

• Designed and produced briefing booklets for participants
  

• Outlined procedures to handle VIPs and special guests, keynote speakers, participants, and media
  

• Designed and produced commemorative Summit poster
  

• Drafted media alerts
  

• Planned and executed a strategic media campaign
  

• Reporting and evaluation report
  

• Set up various travel and hotel logistics
  

• Developed conference book and conference program
  

• Setup all technical and audio-visual equipment needs
  

• Worked with all necessary vendors to secure special materials
  

• Developed National Homeownership Month activities including a town hall meeting template for state directors
  

• Exhibit arrangements
  

• Handled menus for luncheon, breaks, and breakfast
  

United States Department of Agriculture

Rural Development

Coordinated all program logistics for the National Training Conference held in Buena Vista Florida.