San Diego Housing Commission Business Systems – Strategic Plan

San Diego Housing Commission
Business Systems – Strategic Plan
& Application Roadmap
Dave Nebo
VP IT / CIO
2/28/2012
Agenda
• Why A New System
• Selection Process
• Benefits
• Estimated Cost
• Timeline
• Questions
San Diego Housing Commission
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Why A New System
• Primary Systems, PeopleSoft and Emphasys, do not meet or
support Agency’s informational and business requirements,
including HUD’s “Move To Work” initiative.
• Our version of PeopleSoft is out of date and no longer available.
• Emphasys is built on older technology and does not support
financial operations.
• Yardi is currently being used by property management group,
but is not fully configured or integrated with the other systems.
• No consistent management reporting or dashboard capabilities.
• Overuse of Microsoft Access Databases and Spreadsheets.
– Information is manually created each time and is prone to errors and
inconsistency.
San Diego Housing Commission
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Current Application Landscape
Condo
Conversion
Agency
Projects
Utility
Tracking
Yardi
Maintenance
Inventory
Access
1st time
Home
buyer/
MCC
Housing
Rehab
Compliance
Monitoring
Yardi
Maintenance
Work orders
Yardi Prop
Mgmt, PHA
Case Mgmt
& Tenant A/R
VistaShare
IDA
tracking
W&ED
OnBase
Document
Mgmt Imaging
Yardi
Purchasing
USBank
Lockbox
Taleo HR
Recruitment
ADP
Payroll/
EZlabor
LSSI
Servicer3D
ADP HRB/
Employease
IDI GL
PeopleSoft
GL
PeopleSoft
A/P
Halogen
Performance
Mgmt
Existing Automated Interface
Manual/Partially automated
interface
RAP RFTA &
Rent
Increase Log
(access)
GoSection8
Vacancy
Referral &
rent Comps
(Rap & RED)
Allocation
ECS S8 FSS
PeopleSoft
PO
ECS S8
Payables
PeopleSoft
SDHC
Contracts
Onvia
Demand Star
Online
Solicitation
ETO
W&ED
SharePoint
2010
Fixed
Assets
(xls)
USBank ACH
& Positive
Pay
ECS
S8/HIT
Case
Mgmt
ECS S8
Inspections
ServicePoint HIT
Online
Waiting list
Application
ECS PH &
S8
Waiting
List
S8
Inspection
Scheduling
(Intergis)
To-Be Application Roadmap
OnBase
Document
Mgmt Imaging
Access
Databases
ETO
W&ED
SharePoint
VistaShare
IDA
tracking
W&ED
TBD
LSSI / Loan
Management
Onvia
Demand
Star Online
Solicitation
Halogen
Performance
Mgmt
- RAP
- RED
- Finance
- Procurement
- Housing
Innovation
ADP
Employee
Portal
NEOGOV
HR
Recruitment
Prism
Contract/
Compliance
Management
San Diego Housing Commission
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USBank
Positive Pay
/ Lockbox
GoSection8
Vacancy
Referral &
rent Comps
S8
Inspection
Scheduling
(Intergis)
Selection Process
• Business Systems Considered:
– Tier 1: SAP, Oracle, PeopleSoft, JD Edwards, etc.
– Mid-Market: Sage, NetSuite, Microsoft, Yardi, etc.
• Limited choices supporting SDHC’s need for fund
accounting, real estate, Section 8, and public
housing functionality.
• Viable options are:
– Implement Tier 1 system
– Implement Mid-market system
– Upgrade existing primary systems
San Diego Housing Commission
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Benefits
• IMPLEMENT - YARDI Systems:
– Leading candidate that is also the most cost-effective, meets the
Agency’s criteria, is financially stable and sustainable, and has a
proven track record in industry
– Already installed and working on a limited basis within the Agency
– Migrate PeopleSoft and Emphasys to Yardi
– Expand Yardi to support the entire Agency
• BENEFITS:
– Improved cross functional and operational efficiency by 5 to 15%
– Ability to track performance metrics on real time and automated
basis
– Increased functionality and capabilities
– Improved data integrity and access
– A single fully-integrated environment will reduce complexity and
simplify support by 15 to 25%
San Diego Housing Commission
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Estimated Cost
Yardi - Cost Breakdown:
•
Software/Support - Cost per year
$
•
Implementation – One time
$ 1,633,000*
315,000
(* Includes expenses and 15% contingency ~ $400,000)
•
Hardware – One time
$
Total
25,000
$ 1,658,000
FY 12
Spend per FY
FY13
FY14
$734K
$1,027K
$59K
San Diego Housing Commission
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Estimated Savings /
Cost Avoidance
By not implementing a Tier 1 Solution like SAP or Oracle
•
Software
$ ~ 1M – 2M
•
Hardware
$ ~ 75K
•
Implementation Services
$ ~ .7M – 3.3M
•
10 Year Support Savings
Total
San Diego Housing Commission
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$ ~ .6M – 1.2M
$ 2.4M – 6.6M
Estimated Timeline
2012
Jan
Feb
Mar
Apr
May
Jun
Jul
2013
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Business
Requirements
System Re-Configured
Project Scope
& Planning
System
Delivery &
Creation RED Training - RED
MTW
System Creation
Customization
RAP
System Creation
Procurement
Delivery & Training RAP
Delivery &
Training
System Creation - Finance
Delivery & Training - Finance
Projected Go-Live
San Diego Housing Commission
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Jul
Questions
San Diego Housing Commission
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Appendix
San Diego Housing Commission
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Yardi’s Numbers
• Yardi is installed at over 160 Public Housing Authorities across
the US and in over 30 agencies similar to SDHC (re: scope and
size), such as Chicago, Portland, Seattle, San Mateo, Atlanta,
Los Angeles, Sacramento.
• Yardi is privately held, established in 1984, has over 2,000
employees, 2,500 clients and approx. $200M in revenue.
• Yardi provides a solid state of the art web based fullyintegrated solution that meets the requirements for today as
well as for the future.
San Diego Housing Commission
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Cost/Benefit Analysis
Options
1) Migrate to an entirely brand new
system. I.E. SAP or Oracle
Pros
Would have a system that meets
business requirements.
Cons
Very costly and could take an additional
12 months to fully implement.
Would not be implemented in time to
support the MTW initiative required by
HUD (1/1/13).
2) Upgrade PeopleSoft and expand
functionality and capabilities.
Retain Emphasys and implement
MTW customization to support HUD
requirements.
Utilize existing systems that the Agency
is already familiar with.
Can implement MTW customization
within timeframe to support 1/1/13 golive.
Integrate PeopleSoft with
Emphasys.
Migrate PeopleSoft to Yardi
Migrate Emphasys to Yardi
Utilize existing system that the Agency
is already familiar with.
Can be implemented within timeframe
to support MTW requirements.
Single system being utilized for entire
Agency.
San Diego Housing Commission
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Would still require maintaining two
separate systems.
H/W = $ 100K
S/W = $ 1M - $ 2M
Imp = $ 2.5M - $ 5M
Total = $ 3.6M - $ 7.1M
H/W = $ 50K
S/W = $ .7M
Imp = $ 2M - $ 3M
Total = $ 2.8M - $ 3.8M
Would require customization to support
management of Real Estate
Development portfolio.
Migrate Yardi system to PeopleSoft.
3) Expand Yardi with additional
functionality and capabilities
Very costly and would require a
complete reimplementation of
PeopleSoft.
Imp. Costs
Might need some customization or
additional bolt-on to fully support all of
Real Estate’s requirements in the future.
H/W = $ 25K
S/W = $ 315K
Imp = $ 1.6M
Total = $ 1.7M
Annual Maintenance Cost
Comparison Over 10 Years
Estimated
Costs
Tier 1
(SAP, Oracle)
Mid-Market
Yardi *
Upgrade
Existing
Annual
Maintenance
$ 440K
$ 315K
$375K
Cost Over 5
Years
$ 2.2M
$ 1.6M
$1.9M
Cost Over 10
Years
$ 4.4M
$ 3.2M
$3.8M
* Yardi’s cost includes the cost of the licensing, maintenance and support.
Where the others only include maintenance and support.
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