NAHASDA
IHP/APR Reporting Process
a Case Study for Housing Management
HOW T HE HOU S I NG AU T HOR ITY OF T HE CHOC TAW N AT ION OF OK L A HOM A
CHA N G ED T HE M E T HOD FOR R E P ORTING T HE R EQU I RED HU D I N DI A N HOU S I NG
P L A N ( I HP ) A N D T HE A N N UAL P E R FORMA NCE R E P ORT ( A P R ) USI NG
T EC H N O LOGY.
Russell Sossamon – Executive Director – Housing Authority of the Choctaw Nation
Steve Wilcox – Vice President– Intertribal Software
Case Elements – Housing Authority of
the Choctaw Nation – IHP/APR Reporting
◦ HACNO Desired to streamline the IHP/APR Reporting Process
◦ Input required multiple Directors to provide budgetary numbers and activities twice a
year for APR then IHP
◦ Very little reference was made between IHP data and APR data throughout the year
◦ APR was always conducted in a rush. Lots of room for errors.
◦ Connection between IHP and APR data and Finance was very disconnected
◦ Department performances were not measured enough during the year.
◦ Very Difficult to consolidate Financial and Performance numbers between
departments
◦ Creating a plan to move to a monthly reporting and monitoring processes would
improve overall services and performance of the Housing Authority.
Challenges
Setting up a document in Laserfiche Forms that looked and flowed like the document we were
used to working with to complete our IHP/ARP reporting
Setting up a workflow to remind and track the reporting status
Getting accounting staff involved with streamlining reports and availability of reports
Monthly reports vs Quarterly or Annually
Training on the system
Process
Email notification that a task is due
Gather accounting documentation
Gather service number information
Log into Laserfiche forms
Complete and update information as needed
Attach documentation
Submit form
Results
More accurate accounting numbers from beginning balances to expenses and obligated funds
Backup documentation is accurate and up-to-date
More timely completion of annual reports
Projections from the collected data can be produced more accurately for expanded time frames
IHP/APR Reporting Process
Primary Technology Components
◦ Laserfiche Forms
◦ Laserfiche Workflow
◦ Laserfiche Repository
◦ Email Notifications
◦ SQL Server
◦ Official HUD Developed IHP/APR Spreadsheet
◦ Reports Web App Using Crystal Reports
Laserfiche Forms – Home Page were Departments can launch reporting forms.
Laserfiche Forms – Manage Processes Page
Laserfiche Forms – The Process Modeler – Automates the Process of Finance and
OMB review of each monthly Report
Laserfiche Forms – The IHP Data Collection Form
Laserfiche Forms – The IHP Form
Laserfiche Forms – The APR Form
Laserfiche Forms – The APR Form
Laserfiche Forms – The APR Form
Laserfiche Forms – The APR Form
Laserfiche Workflow - Designer
Laserfiche Repository
Email Notifications
Email Notifications
Email Notifications
SQL Server – Workflows Store Forms Data in a Database
Export from SQL Server and Import to HUD Spreadsheet is Automated
Export from SQL Server and Import to HUD Spreadsheet is Automated
Export from SQL Server and Import to HUD Spreadsheet is Automated
Reports can be created and deployed via the
Intertribal Software Web Reporting App
Reports can be
created and
deployed via a
Web App and
Crystal Reports