Washington State Web-Based Annual Reporting System A powerful online tool for annual reporting, compliance monitoring and asset management NCSHA 2015 Annual Conference Melissa A. Donahue, Manager Asset Management & Compliance Division Asset Management & Compliance Division

Property managers & owners can easily meet reporting requirements Funders have powerful oversight tools What is WBARS? WBARS: A coordinated web-based reporting system for affordable-housing properties Data informs decision makers on issues of policy, funding, etc.

Why does it matter? Holds extensive data on over 1,700 affordable rental properties with more than 90,000 units Holds extensive data on over 1,700 affordable rental properties with more than 90,000 units Most paperwork eliminated Most paperwork eliminated Saves hours of staff time for funders, owners, managers Saves hours of staff time for funders, owners, managers Over 95% of all annual reports submitted on time Over 95% of all annual reports submitted on time Data can be uploaded from property mgmt. software Data can be uploaded from property mgmt. software Data successfully annually uploaded to HUD Data successfully annually uploaded to HUD

Guiding Objectives for a New System Reduce paperwork Reduce paperwork Improve report accuracy Improve report accuracy Meet funders’ contractual needs Meet funders’ contractual needs Automate calculations Automate calculations Streamline reporting and auditing efforts Streamline reporting and auditing efforts Facilitate information exchange Facilitate information exchange Create a replicable model for other entities Create a replicable model for other entities Groundwork

Primary funders and system owners: WSHFC WSHFC Washington State Department of Commerce Washington State Department of Commerce Other participating public funders: Cities of Seattle, Tacoma, Spokane and Bellingham Cities of Seattle, Tacoma, Spokane and Bellingham King and Snohomish counties King and Snohomish counties Property Mgmt. software companies which upload to WBARS: o BostonPost (MRI) o Yardi o E-site o RealPage WBARS Partners

Table 1 – Rent roll with max and actual incomes, rents, subsidies, utilities, set-aside limits, individual demographic data Tables 2 and 3 – Aggregated demographics (e.g. race, ethnicity, and disability status; HOME report info and other special-needs categories) Table 4 – Property income, expenses, reserves, and performance indicators Reports

Public funders conduct joint annual report training sessions How do users understand WBARS? for owners & managers Public funders relay WBARS information via their websites and at regional conferences

Eliminate paperwork Eliminate paperwork Upload from their own property management software systems Upload from their own property management software systems Easily check compliance with any funders in the system Easily check compliance with any funders in the system Track asset management-related performance measures across portfolio Track asset management-related performance measures across portfolio System supports income/rent requirements of each funder & identifies overlapping requirements System supports income/rent requirements of each funder & identifies overlapping requirements Before Separate reports required for projects with multiple funders Now Data can be entered all at once into WBARS Benefits for Owners/Property Managers

Improved accuracy & ease of reporting Improved accuracy & ease of reporting Easily retrieve property information (property income, expenses, etc.) Easily retrieve property information (property income, expenses, etc.) Speeds up compliance monitoring and financial reviews Speeds up compliance monitoring and financial reviews Easily compile data to answer public accountability questions Easily compile data to answer public accountability questions All funders being shown the same data, can respond collectively All funders being shown the same data, can respond collectively Contact data for affordable housing providers state-wide Contact data for affordable housing providers state-wide Allows users to update their information themselves Allows users to update their information themselves Benefits for Funders

Provide more accurate data & information on WA State housing Policy influencers State/federal legislators Stakeholders Comprehensive statewide housing needs study Assessment of the state’s affordable housing portfolio Benefits for Decision Makers

August WBARS data directly led to Seattle low income residents getting automatically enrolled in utility discount program August WBARS data directly led to Seattle low income residents getting automatically enrolled in utility discount program o Reduce utility bills = reduce housing costs o Help City solve under-enrollment in the program Estimated 5,000 households enrolled, discounts up to 50% Estimated 5,000 households enrolled, discounts up to 50% Average yearly savings per household: $800 Average yearly savings per household: $800 Utility Discount Partnership Additional Benefits

1.Shared qualifying addresses with Seattle City Light 2.City Light cross-checked addresses for already enrolled individuals 3.Auto-enrolled the rest Utility Discount Partnership Benefits City: UDP enrollments jumped from 64% of goal to 82% of goal WSHFC: 5,000 low income households have reduced housing costs Win-Win:

Melissa A. Donahue, Manager Asset Management & Compliance Division Washington State Housing Finance Commission Contact