Replacement of Section 8 Software SystemMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Replacement of Section 8 Program Software System
DATE: November 24, 2010
Dubuque
hitil
AI- AmdlcaCity
1111 f
2007
Housing and Community Development Department Director David Harris recommends
City Council authorization to release a request for proposals for replacement of the
Housing Department's Section 8 financial and tenant management software system.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
David Harris, Housing and Community Development Department Director
Masterpiece on the Mississippi
TO: Michael Van Mi i n, City Manager
FROM: David Hal, Housing and Community Development Department
SUBJECT: Replacement of Section 8 Program Software System
DATE: 18 November 10
Dubuque
katild
AU- America City
2007
Introduction
The purpose of this memorandum is to request the City Council's authorization to
release a request for proposals for replacement of the Housing Department's Section 8
financial and tenant management software system.
Discussion
The current software system used for the Section 8 program was purchased in 1995. It
was originally a DOS -based system. We have been `migrating' to a web -based format
the past several years. Constant glitches, however, have caused us to continue running
both systems simultaneously, in order to insure the integrity of the data and reporting
information. Even utilizing those safeguards, we have continued to experience
inaccuracies in reporting.
In addition, this system does not allow us to comprehensively address our
administrative needs. For instance, we cannot effectively communicate via e-mail with
program participants and landlords, as the software cannot pull the data for that
purpose. We are consequently not able to reach our goal of paperless communications.
With a new system, we can encourage both participants and landlords to access and
transfer information on -line, significantly reducing printing costs and files storage.
We also are unable to use automated functions to sort and search data, resulting in
continuous staff time needed to manually compile reports, which involves searching
through hundreds of case files. With the new system's capabilities, we will be better
able to research and compile `customized' reports on program performance.
We were originally approved in the FY09 budget year for a $69 585 request to replace
this system. This amount was carried over in successive years. However, as Section 8
Program reserves have been used to pay the costs of the Police investigator, since
2008, the reserve funds have been depleted and another source must be identified for
this purpose.
Budget Director Jenny Larson has recommended using funds from the Fiber Optic
Conduit CIP, account no. 1021609- 43211, which has a current unused balance of
$201 786.
Action Step
The action requested of the City Council is to authorize the Housing Department to
release a request for proposals for replacement of the Section 8 management software
system, utilizing funds in the amount of $69 585 from an available balance in the Fiber
Optic Conduit CIP account.
cc :
Jenny Larson, Budget Office