Exhibit A Department Information And HACSB Organizational Chart

Transcription

1 Exhibit A And HACSB Organizational Chart

2 Department Name: HACSB Owned and Managed Units _ Number of Employees: Staffing at these offices range from 1 to 9 personnel. There are 8 office locations where it is likely only 1 staff member may be present at any given time. HACSB owns and manages 1,643 units throughout the County of San Bernardino. These units are within a combination of Public Housing and other affordable properties. Public Housing units make up 1,249 of the unit count while the remainder 394 units have various other affordability requirements separate from the Public Housing program. There are 20 occupied office locations throughout the county for this department Office locations are as far as 85 miles apart. The primary function for this department is to qualify and house residents and manage all aspects of these properties including physical upkeep, rent collection, lease enforcement and regulatory compliance. (Example: Yardi Voyager, paper files, Legacy System, etc.) The 2 primary active data retention electronic systems utilized by this department are the Yardi operations software system and the agency s electronic content management system. The department also periodically utilizes the legacy Visual Homes operations software system. There are important department paper files at 13 office locations. There is at least one desktop computer setup at 13 locations.

3 Department Name: Housing Services Number of Employees: Cumulative staffing of these offices range from 45 to 50 personnel. o San Bernardino has 35 to 38 staff members o Ontario has 4 to 5 staff members o Victorville has 6 to 7 staff members There are three office locations o 672 S Waterman Ave., San Bernardino o 424 S Lemon Ave., Ontario o Seneca Rd., Victorville The primary function of Housing Services is to determine initial eligibility of applicants and qualify existing participants for continued rental assistance. These functions include waitlist management, determination of initial eligibility, briefing presentations, voucher/family obligations agreement issuance, unit inspections, contract execution, interim/recertification processing, and program compliance. (Example: Yardi Voyager, paper files, Legacy System, etc.) The two primary active data retention electronic systems utilized by Housing Services are the Yardi operations software system and the agency s electronic content management system. Housing Services regularly utilizes the legacy Visual Homes operations software system. There are important department paper files at all three office locations. There is a desktop computer assigned to each staff member at each location. The centralized phone server is located at the 672 S Waterman Ave., San Bernardino location.

4 Department Name: Development _ Number of Employees: 5 (Gus, Ron, Angela, Sylvia, John) Central Office All Real Estate Development Activities of the Agency, including Construction and Capital Improvement programs. Yardi Voyager, paper files, Connect/Sharepoint, desktop files, HACSB Network Shared Drive files located at: S:\Central Office\Development

5 Department Name: Procurement _ Disaster Recovery and Business Continuity Number of Employees: Staffing at these offices range from 1 to 4 personnel. All staff are located in the central administration office. HACSB owns and manages 1,643 units throughout the County of San Bernardino. These units are within a combination of Public Housing and other affordable properties. Public Housing units make up 1,249 of the unit count while the remainder 394 units have various other affordability requirements separate from the Public Housing program. There are 20 occupied office locations throughout the county for this department Office locations are as far as 85 miles apart. The primary function for this department is to manage all procurement functions for the agency. The department is responsible for the creation, solicitation, and management of all agency contracts. The department also provides the same functions for HPI and KEYS, and any other LLC or entity associated with HACSB. (Example: Yardi Voyager, paper files, Legacy System, etc.) The primary active data retention electronic systems utilized by this department are the Yardi operations/p2p software system and the agency s electronic content management system. The department also periodically utilizes the legacy e-requester and Great Plains software systems. There are important department paper files at 2 locations. There is at least three desktop computer setup at the central office location.

6 Department Name: Information Systems_ Disaster Recovery and Business Continuity Number of Employees: Total 4-5: 1 director, 2 administrators, 1 support analyst, and sometimes a temporary help desk technician Staff based in Central office (core Data Center), with large IDF at HPO and secondary data center at Victorville Management of agency information and telecommunications systems, data, and services, along with support of all related end points (PCs, printers, scanners, mobile devices, etc). Major data used in department operation is WebHelpDesk (TAG System), SharePoint (Connect System), and file shares (\\hafiles\shareddocuments\central Office\IS Department and \\hafiles\techfiles). The department has also set up a Wiki to be used as a documentation repository, which will be used to store all systems-related recovery documentation.

7 Department Name: Policy and Community Affairs Number of Employees: 1_ HACSB Central Office (periodic travel to other agency locations throughout the county) Advocacy efforts, legislative and policy analysis, public relations, customer service, community partner development, internal and external agency publications. Connect Agency Website Shared files My documents

8 Department Name: Human Resources Number of Employees: 2-3 _ Central Office _ Employees. Paper files and ADP stored information via internet.

9 Department Name: Moving to Work (MTW) Disaster Recovery and Business Continuity Number of Employees: 1 _ HACSB Central Office (periodic travel to other agency locations throughout the county) Planning, development, inter-department coordination, and reporting related to Moving to Work activities. Yardi Voyager applicant/tenant database & operations software Visual Homes applicant/tenant database & operations software (for data prior to 2014)

10 Department Name: Executive _ Number of Employees: 5 (Dan, Maria, Katherine, Denise, Amanda) _ 1 Central Office _ Dan/Maria Agency leadership, direction, and communication. Katherine/Denise/Amanda Administrative support. (Example: Yardi Voyager, paper files, Legacy System, etc.) Hardware 1 desktop computer each, 2 laptops, phones. Sources of Information Yardi Voyager, Visual HOMES (Maria), Connect, Personal computer folders, archived/active s, and data stored on shared drive, Bank of America online agency account (Maria- security certificate is on Maria s computer- idea: put security certificate on laptop versus desktop?). Paper Files In three offices. Vault Historical agency information such as minutes, real estate files, etc.

11 Department Name: Community Development Initiatives_ Number of Employees: 5_ 672 S. Waterman Ave. San Bernardino, CA 92408_ The primary function of this department is to administer programs and services that contribute to the economic advancement of families/households that are receiving housing assistance from the Housing Authority of the County of San Bernardino. Housing Assistance includes families that are on the Five Year Lease Assistance program, Pilot Work Requirements, Family Self-Sufficiency Program, and those residing in Affordable Housing Communities (Public Housing). The 2 primary active data retention electronic systems utilized by this department are the Yardi operations software system and the agency s electronic content management system. The department also periodically utilizes the legacy Visual Homes operations software system. There are important department paper files at 672 South Waterman Ave. Five desktop computers are setup at 672 South Waterman Ave.

12 Department Name: The Finance Department Number of Employees: 7 HACSB Central Office (periodic travel to other agency locations throughout the county) The Department of Finance is responsible for the overall financial management of the agency. Department of Finance operations include cash receipts, cash disbursements, Section 8 HAP disbursements, accounts payable, payroll, investment management, budget preparation and monitoring, maintenance of internal control system, and financial reporting. Yardi Voyager applicant/tenant/financial database & operations software Visual Homes applicant/tenant database & operations software (for data prior to 2014) Microsoft Great Plains Accounting Software (for data prior to 2014 ).

13 HACSB Organization Detail Executive Organizational Chart