2. RAD
Trainer: Julie Gabhart

3. Guide to RAD Conversions
RAD conversion – PBV or PBRA
Long-Range Planning
Regulatory Approvals
Change in Funding
Low Income Public Housing Subsidy to One or More Subsidies
LIHTC, et al
HUD, IRS, and/or State Housing Finance Agencies’

4. Guide to RAD Conversions
Software System
detailed knowledge of Plan
Program Reconfiguration
New Projects
Units
New Subsidy Tracking
New Rents
Income Eligibility Requirements
Financial Reconfiguration
Reconfigure General Ledger Accounts
Establish new bank accounts
Establish Tenant Accounts Receivable

5. The Conversion Process

6. RAD Evaluation and Analysis
CHAP Analysis
Administrative Plan
Identify Projects
Units
Fund Management
Waiting List Setup
Certifications
Inspections
Processing Existing Households
EIV, FSS/ROSS, and flat rent, over-income and over-housed families

7. Program Setup and Configuration
General Ledger:
Create New Funds/COAs
For all new programs, as needed.
Edit Accounts in New Funds
Review/Reset Development Mapping.
Maintain PH fund
Bank Accounts:
Create New Bank Accounts
Check Formats, ACH, Positive Pay, Direct Debit
TAR Setup/Mapping:
Account Types, Transactions Types, Cash Drawer Security and Profile Setups
Vacancy Loss, NSF Development Mapping

8. Program Setup and Configuration
Project Creation:
Project, Project Type, VMS type,
Project Policy Setup
Program Type, Development, Bank, etc.
Unit Setup:
Update Unit Information
New Contract Rents, Utility Allowance, Gross Rent, LIHTC Reduced Rent, Square Footage, BIN#, Placed in Service Date, FIPS Area, Target Income Level, Bundled Projects, Units in Rent Reasonableness

9. Program Setup and Configuration
Waiting List Setup:
New RAD Lists
Policies/Preferences by subsidy
Records to migrate to new list(s)
Certification Setup:
Setup Certification Steps by Program Type
Program Security Setup:
User Security Updates

10. Program Setup and Configuration
PBRA/TRACS Setup:
Create Multi-Family HAP contract
Complete TRACS submission setup
Development, project, contract setup, submission, WASS, mailbox ID/password, and updating units for TRACS submissions.
j. PBV Voucher Setup:
Define new vouchers for additional PBV projects.

11. Data Migration and Processing
Processing Public Housing Files in PIC
Review client unit removal application in PIC
Create EOP certifications for PH tenants in PIC
Migrate existing Public Housing Tenants
Move Applicants to Waiting Lists
Add Tenants to Waitlist – as determined by program type/Waitlist configuration.
PBV tenants, add currently housed Tenants to PBV waiting list
Convert PH waiting list applicant records to PBV waiting list
Convert PH waiting list applicant records to PBRA waiting list
*Note: PHA may have to create a Choice Mobility waiting list if they cannot offer vouchers to qualifying families

12. Data Migration and Processing
Tenant Certifications
Complete ‘new admission’ certifications for transitioning families with appropriate cert date
Certifications for rental assistance subsidy (PBV or PBRA)
Certifications for other subsidies (e.g., LIHTC, market, etc.)
*Note: client needs to remove RAD/PBRA project employees from PIH/EIV certification and certify them on MF/EIV

13. Data Migration and Processing
Security Deposits:
Transfer Security Deposit balances
Record security deposit balance on transfer (in the event of forfeiture)
FSS Accounts:
Transfer Escrow Balances

14. Data Migration and Processing
Flat Rent
Identify Flat Rent Tenants Below New Contract Rent
Identify PHA’s phase-in policy
Over-Income
Identify over-income tenants
Determine applicable TTP after conversion
Over/Under Housed
Identify Tenants - Unit Transfers
ROSS Tenants
Identify Active EID tenants

15. Additional Considerations
Scribe Documents
Identifying all forms and letters required for the new program(s)
Creating all forms and letters required for the new program(s)
Transfer of Assets and Inventory

16. Training and Guidance Multi-Family Voucher Creation/Submission
PBV Management and VMS Reporting
Low Income Housing Tax Credit
Managing Dual Subsidy
Accounting Changes
GL, TAR, Payments
Reporting

17. Next Steps Business Tasks Managements Tasks Financial Tasks
Housing Tasks
Tenant Tasks

18. Business Tasks What date will your final contract be signed?
What is your anticipated go-live date?
Do you have a Project Manager and/or a dedicated team assigned to your RAD conversion project?
Is the entity that owns the new PBRA/PBV project legally separate from the PHA or does the PHA have an ownership interest in the operating entity?
Will all financial and housing activity be tracked in the Tenmast system?
Please supply the legal name and contact information for the separate operating entity, if applicable.

19. Business Tasks, cont’d
How many new forms, documents and letters will need to be created for your RAD conversion?
Please supply any logo and name and contact information for the new entity.
How many of your Tenmast users will be affected by the conversion and need User Security updates?
Please supply a list of your users and their duties.
Have you applied for and received your TRACS submission information for Multi-Family, if applicable?

20. Management Tasks Management Tasks PHA Outside Tenmast
Waiting list management
Eligibility determination
Certifications
Unit inspections
Lease preparation and signing
Rent collection
Lease enforcement
Gross rent changes
TRACS voucher preparation
TRACS submissions
Project financial reporting

21. Financial Tasks
Will the operating entity manage its own bank accounts and a general ledger?
How many new GL funds will need to be created?
What will be the FYE for these new funds?
How many new bank accounts will need to be added?
Will those bank accounts use ACH or paper checks?
Will those bank accounts use Positive Pay services with the bank?
Are there inventory items or assets that need to be transferred?

22. Housing Tasks
How many projects will you be converting? Will the Public Housing projects convert one-to-one to the new project or will there be a consolidation? (Please detail the consolidation, if applicable)
Current number of projects?
New total number of project?
Which projects will you be consolidating?
What is the new project listing by name and project number?
How many total Public Housing units will be converted?
Have you calculated and determined the appropriate new flat rent for units?
Have you completed your application for unit removal from PIC?

23. Housing Tasks cont’d
How many new waiting lists will you need for your conversion?
Is this a one-to-one conversion from Public Housing waiting list(s)?
If not, will you be going to Regional or Site-based?
Please list the waiting lists that you will be converting to.
What is your policy for tenant choice on the new waiting list(s)?
What is your plan for notification for the transfer of applicants?
Have you developed a plan and schedule for completing unit inspections prior to conversion?
Will the converted units be using any type of layered subsidy in addition to the conversion to PBRA/PBV, i.e. Tax Credit?
Is your agency experienced and/or trained on the program type(s) to which you have selected to convert?

24. Tenant Tasks
Will you have any in process future certifications for the converting Public Housing tenants?
What effective date do you anticipate using for the converted tenant certifications?
Do you currently have any tenants that will be converting that have EID and if so, how many?
Do you currently have any tenants that will be converting that are participating in the FSS program or ROSS and if so, how many?
Do you have any flat rent tenants that will be below Market Rent at conversion and if so, how many?
Have you outlined a phase-in policy based on HUD guidelines to account for the rent increase and if so, what is that policy?
Will you have any tenants that will be considered over-income at the time of conversion and if so, how many?
How many over or under-housed tenants will be in need of unit transfers as a result of your conversion?

25. Let’s Get Started Agency-Specific Proposal Project Plan GO LIVE! PM
Conversion Team
Transition Schedule
Training Plan
GO LIVE!

26. Questions?
Brandi Fister
x1267