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  • Governer Partner :City of Boulder
  • Department :Division of Housing
  • Category :Data Analytics, Data Collection / Security, Digitization, Process Improvement

Project Summary

Data integration and analytics platform for city employees to report on housing data

Challenge Details

Improve the City of Boulder Division of Housing’s ability to receive, aggregate, analyze, and report on Annual Tenant Report (ATR) submissions for permanently affordable rental housing units.

The Division of Housing is responsible for receiving, aggregating, analyzing, and reporting on ATR data for permanently affordable rental housing units. This responsibility includes internally monitoring point-in-time rental data for compliance, submitting reports to the federal Housing and Urban Development (HUD) department to ensure the city meets Fair Housing regulations, and making relevant compliance data open to the public in published dashboards and datasets.

In January every year, between 30 and 50 relevant parties (e.g., property owners, non-profit organizations) submit ATRs including tenant data for each of their permanently affordable rental housing units in the City of Boulder to the Division of Housing. This is a Microsoft Excel report, primarily submitted by e-mail, containing demographic and financial data for affordable housing properties that could have between 5 and 100 units. The Division aggregates the property data into a single, Microsoft Excel-based report to review key compliance areas and report on outcomes. The data is then used to meet HUD Fair Housing reporting requirements, inform internal Division decision-making and continued monitoring, and report to the community on who was served during the year.

Pain points include:
• Submitted ATR formatting and data consistency is highly variable, leading to challenges in data collection, aggregation, analysis, and reporting
• While the ATR template is in Microsoft Excel format, partners oftentimes submit their reports in other formats not amenable to easy data aggregation (e.g., PDF)
• Aggregating submitted ATRs and their data manually is time consuming and error prone
• E-mailed reports sometimes unknowingly get blocked due to the size of submitted files

We are looking for a streamlined and automated ATR submission mechanism that achieves the following requirements:

• Dynamic ability to monitor incoming and outstanding ATR submissions, enabling Housing to focus collection efforts on delayed submissions
• Increase quality and standardization of ATR data, preventing submission if data is of poor quality or incomplete
• Reduce time required to review and aggregate submitted ATR data
• Automatically produce standard compliance metrics from aggregated ATR data, highlighting outliers for quicker follow up, including:
• Number of people living in affordable housing by average median income
• Churn rate
• Demographic data
• Shorten time required for producing external reports (e.g., HUD Fair Housing reporting) and public dashboards
• Easy year-over-year referencing of historical ATR data by unit for external submitting partners and Housing analysts
•Integration with the Housing Access Link (HAL) Access database to retain ATR data for easy access and referencing