Evaluating Housing Rehabilitation Programs

 

 

Single Issue Fixes

There are usually four phases of housing rehabilitation program evaluation and redesign;

                  Information gathering

                  Evaluation

                  Redesign

                  Implementation of changes.

Each phase addresses seven separate stages of rehab programs, at least fifty identifiable policies, and all procedures and documents within the seven stages. 

 

It is very common for rehab programs’ sponsors, governing bodies, staff or business partners to believe that there are one or two key elements of the program which are causing difficulties, the correction of which will immediately and dramatically improve program performance and satisfaction levels.

 

That view, while understandable, is almost certainly incorrect and must not be the basis of activity intended to improve a rehab program.  Many rehab programs operate using a set of policies, procedures and documents created in the past for the purpose of implementing a program business model which may have changed over time or which may have been entirely replaced by newer programs. 

 

Older model programs are often modified piecemeal to accommodate a new regulatory mandate, notably lead-based paint rules, without adequately considering the effect of isolated changes on the overall program.  Failure to comprehensively, and continually, evaluate and modify program delivery elements leads inevitably to problems with rehab program production, quality, cost and community perception.

 

Affect

Since few rehab programs at this time incorporate a scheduled regular review and revision system, the task of evaluation and design modification almost always comes to the fore as the result of negative attention from funders, customers, regulators or other dissatisfied parties.  So the process of comprehensive evaluation and redesign begins with selected actors feeling like targets, with predictably defensive reactions.

 

It may not be possible to eliminate that affect, especially since it might well be true that hardworking and dedicated staff have indeed been identified as the problem.  But it is possible and necessary to conduct the program examination and re-design using an unemotional, carefully structured approach which will be seen as fair and thorough.

 

 

HUD - CPD Housing Rehabilitation Programs

Evaluation and Design Model

 

Design – Structure:

 

 1.   Program Planning

1. Organizational Mission
2. Rehabilitation Strategy
1. Program Set-Up
1. Program’s Role, Clients, Service Area
2. Production targets, output and efficiency
3. Rehab Service Options, staff, contractors
4. Rehabilitation Standards, codes, work quality, haz-mats, lead, energy
5. Underwriting Standards, financing mechanisms
6. Relocation Policy
7. Job Creation & Occupational Training
8. Preferences – Minority Status, Geography for Contractors & Clients
9. Partnerships for Selected Services
10. Policies Review System and Scheduling - ongoing
2. Client Outreach & Intake
1. Client Agreements for Services – options
2. Feasibility Budgets
3. Emergency Processing
3. Specification and Feasibility
1. Inspections Policies – who inspects what and when
2. Hazardous Materials Inspections – Asbestos, Radon, Lead, VOCs, Molds
3. Termite Inspections
4. Code Inspections
5. Energy Audits
6. Specification Writing & Cost Estimating Automation
7. Plans and Approval Stamps
8. General Property Improvements
9. Change Order Policy
4. Bidding and Contracts
1. Bidding Process
2. Construction Contracts Method
3. Qualified Contractors/subcontractors
4. Self-help
5. Jobs Notification – Invitations to Bid
6. Cost Estimates – Range allowed in bids received
7. Low-bid, Owner’s choice
8. Emergency Bidding Procedure
9. Side agreements policy
5. Construction Monitoring
1. Payout Policy
2. Payment Basis
3. Retainage
4. Check Endorsements
5. Payment Approval Options
6. Dispute Resolution – 3 stage
7. Quality Control
6. Warranty and Evaluations
1. Unspent Contingency
2. Warranty Documentation
3. Warranty Enforcement
4. Evaluation Procedures
5. Warranty Inspections
6. Public Records of Program Files

 

Design – Implementation:

• Three or more Board policy options for all policy items shown above
• Sample Documents with options for policy items shown above
• Recommended procedures for staff and Board to choose policies from options
• Suggested time schedule for adoption of policies, procedures and documents