Housing Management and Accounting Software

The Vendor is required to provide housing management and accounting software system must clearly demonstrate the ability to conform to all HUD requirements for housing authorities, to incorporate project-based accounting, budgeting, and management, and to adhere to generally accepted accounting principles (GAAP).
- Software functional requirements
1. Financial management and accounting
•    General ledger (project-based and fund accounting)
•    Accounts payable and accounts receivable
•    Budget development and tracking
•    Grant management and tracking
•    Fixed asset management
•    Bank reconciliation
•    Automated HUD financial reporting
•    GAAP-compliant financial statements
•    Audit trails and internal control mechanisms
2. HUD compliance
•    Support for public housing, housing choice voucher (HCV), and other HUD programs
•    PIC/IMS reporting capability
•    VMS reporting
•    EIV compatibility
•    50058 processing
•    Compliance with current and future HUD reporting requirements
3. Payment management
•    Landlord payment processing
•    Direct deposit and ACH capability
•    Tenant rent processing
•    Online payment acceptance
•    Payment tracking and reconciliation
•    Integrated ledger of all payments (rent, damage, deposit, repayment, etc.)
•    Balance due tracking during and post-participation including rent, damage, deposit, repayment agreement, and other charges
4. Project-based accounting
•    Multi-fund and multi-program tracking
•    Budget control by project and grant
•    Revenue and expense allocation by funding source
•    Financial performance reporting by project
5. Document management
•    Centralized electronic document repository
•    Secure document upload and storage
•    Document rendering using pre-established templates
•    Indexing and search capabilities
•    Version control
•    Role-based access controls
•    Retention policy management
6. Mobile applications
•    Mobile inspections (unit inspections, HQS inspections)
•    Work order management
•    Real-time updates
•    Offline capability with synchronization
•    Photo upload and digital signature capture
- System integration requirements
•    Interface the system with the city’s existing accounting system (workday).interface the system with the city’s existing customer relation management system (hexagon).
•    Design, develop, and implement all necessary interfaces between the proposed system and hexagon software 
•    Utilize industry-standard integration methods
•    Coordinate with city staff and hexagon system administrators to define data mappings and integration points 
•    Ensure compatibility with the city’s it security standards and architecture 
•    Provide APIs or other integration methods. 
•    Support data exchange in standard formats (e.g., xml, csv, secure APIs). 
•    Ensure secure data transmission protocols. 
•    Conduct integration testing prior to go-live.
- Implementation services
1. Project management and governance
•    Develop and maintain a project management plan (PMP)
•    Establish governance structure and reporting cadence
•    Maintain risk, issue, and decision logs
2. Business process review and optimization
•    Conduct discovery sessions across all program areas
•    Document current and future state workflows
•    Identify efficiency improvements
3. System configuration
•    Configure all required modules including voucher, public housing, inspections, and reporting
•    Align configuration with HUD regulations and authority policies
4. Data migration
•    Develop and execute a data migration plan
•    Validate accuracy and completeness of migrated data
5. Integration
•    Implement integrations with HUD systems and other platforms
•    Ensure full testing and validation
6. Testing
•    Develop and execute testing plans including UAT
•    Track and resolve defects
7. Training
•    Provide role-based training and materials
•    Train super users and provide ongoing support
8. Change management
•    Develop and execute change management strategies.
•    Support staff adoption and readiness
9. Go-live and support
•    Develop go-live and cutover plans
•    Provide hyper care support post-launch
10. Post-implementation
•    Provide ongoing support and optimization
•    Conduct post-implementation review.