Yardi Optimization Project

The Sacramento Housing and Redevelopment Agency (SHRA) is undertaking a multiyear initiative to optimize financial and operational processes. This project includes consolidating finance activities on the Yardi Voyager Financial Suite, evaluating the adoption of RentCafe portals, and integrating Yardi Document Management for SharePoint.

SHRA seeks proposals from qualified vendors to provide change management, project management, and Yardi-certified consulting services. The selected vendor will collaborate with SHRA Yardi users, Yardi professional services, and the SHRA IT team to ensure the successful implementation and integration of Yardi solutions.

Key project objectives include:

• Streamlining the budget creation process.
• Improving financial reporting accuracy and timeliness.
• Enhancing audit efficiency.
• Reducing costs and operational complexity.
• Aligning with Yardi’s standard methodologies and leveraging the Aspire training module for effective user training and sustainability.

Vendors should submit detailed proposals outlining their approach, experience, and capacity to deliver a cost-effective solution on schedule. SHRA looks forward to partnering with a vendor committed to excellence in public sector housing and redevelopment.

SHRA is seeking proposals from vendors with a proven track record of relevant experience and the ability to onboard additional experts as needed to address project challenges. A strong proposal will demonstrate capability in these areas, positioning the vendor as a highly suitable candidate for this opportunity.

SHRA System Overview

• SHRA’s Yardi system has three databases that require consolidation with Yardi's assistance. The selected vendor from this RFP may need to help coordinate efforts to complete this consolidation.
• General ledger financial data currently transfers to Central Square/Finance Enterprise via a legacy data translation method. Central Square is the current financial system of record. Voyager Financial Suite Implementation would be a great value as it relates to G/L, A/P, A/R, Budgeting, Procurement, PayScan, and Vendor Portal.
• Custom portals for Waitlist, Resident, and Landlords are in place, alongside custom workflows in Yardi for Housing Choice Voucher leveraging data via Central Square Private Cloud. These customizations present unique project challenges. SHRA requires guidance to evaluate the benefits, risks, opportunities, and project timing related to the implementation of RentCafe Portals.
• SHRA's procurement process, as related to vendor engagement and property management teams, is a very manual process with several points of failure. Procure-to-pay is required to streamline these operations and mitigate risks.
• Payroll and HRIS reside in NeoGov. Yardi will need to be integrated with NeoGov payroll data.
• SHRA plans to leverage Yardi Aspire for end-user Yardi training as soon as possible, utilizing NeoGov’s HRIS training module in the interim.
• SHRA's procurement process remains largely manual, with multiple failure points. A procure-to-pay solution is needed to streamline operations and mitigate risks.

Project Timeline Estimates

• Q1 2025: SHRA awards the project and begins work.
• Early Q2 2025: Kickoff planning for the consolidation of financial activities into Yardi.
  • Voyager Financial Suite Implementation
    • G/L, A/P, Budgeting, Procurement, Vendor Portal
• RentCafe Portals Implementation: SHRA requires guidance to evaluate the benefits, risks, opportunities, and project timing related to the implementation of this service.
• Yardi Document Management for SharePoint: SHRA is currently using a third-party IBM FileNet instance and looks forward to moving to SharePoint.

Stakeholder List

• Primary user groups include Housing Choice Vouchers, Public Housing, and SHARP (RAD/Non-Profit/LIHTC).
• The functional areas of the organization include Real Estate Construction, Finance, Procurement, and IT.
• The public, who utilize the services and programs supported by SHRA.

Technical Dependencies and Security

• Yardi must communicate with NeoGov HRIS and Payroll.
• Implement and enforce housing authority industry specific security standards.
• HUD regulations: HIP, HAP, HOTMA

Training Materials and Resources

• SHRA plans to leverage Yardi Aspire for end user Yardi training as soon as possible, utilizing NeoGov’s module in the interim.