Warning! This example is registered
with turnitin.com

Awardee Information Management System:
Progress Report and Information Systems Analysis

The following progress report on the Awardee Information Management System provides a summary of the activity to date on the project and the remaining steps needed to create the proposed database system. This document focuses on the information systems technical requirements and only briefly describes the program area issues. The first phase of the implementation of the project only involves three program areas: Home, HTF, and LIHTC.


In October 1997, David Greenes, Mary Larris, and Gracie Offield formed a work group to develop a design for a report that would provide information to management and the public regarding the funding provided by TDHCA. The work group met daily for several months to determine a report design that would meet the information needs for the agency. Home, HTF and LIHTC were the initial program areas studied. The initial design outline was created based on the program activities of these areas.

In January 1998, Gracie Offield was removed from the project to work on the CSAS PeopleSoft implementation. The PeopleSoft implementation was to have been completed by March, but did not actually wrap up until the end of June. In the interim, David Greenes and Mary Larris were removed from the project due to a conflict with the statutory requirements of their positions in the agency.

The AIMS project team is now composed of Gracie Offield, Juan Garzna, Alex Maldonado, and Jana Cormier (HTF). Alex Maldonado is the technical project leader. Jana Cormier is the program area liason. Gracie Offield and Juan Garzna are programmers on the project. Additional programmers will work on specific tasks associated with the project.

Project Description

The Awardee Information Management System was initially proposed because TDHCA currently does not have a central database that contains information on all awardees who receive funding, tax credits, or other compensation from the agency. The agency has established that there is a pressing need for a database that will provide uniform awardee and contract information for all program areas.

The technical goal for the AIMS project is to develop a database that will provide reporting data for analysis of contract performance to determine which awardees perform according to the standards set out in their contracts. Analysis of the data will help program staff determine how well each awardee fulfilled the objectives outlined in the initial contract or agreement. The database will be used for output purposes only.


The AIMS project has the following objectives:

Scheduling Considerations

The project can be broken down into four phases:


In order to create a functioning database, the following issues must be addressed:

Data Definition. The data definition is a catalog of the specific information that is required for the database.

System Functionality. The functional requirements of the database include what the database will do and how it will be used.

The additional web functions must be documented. Currently, the database will only support report writing. If there are additional input or query functions required, those modifications must be analyzed. The remaining functional considerations will require input from the program areas and executive management. Completion of the functional design will require at least 40 hours.

Technical Specifications

The technical specifications for the creation of the database can be divided into four subparts:

Hardware. The data warehouse will require the purchase of an additional server. Juan Garzna is researching the cost and availability of suitable servers.

Implementation. The technical requirements for the implementation of the AIMS project are:

Database Design. The design of the database is the most important element of the project.

Export Interfaces. An export interface is a program that runs on an existing database to extract data to be loaded in to the AIMS database.

For each program area included in the AIMS project, the minimum time required for interfaces exporting data is:

             6 tables *  50 hrs  =  300 hours
            16 tables *  20 hrs  =  320 hours
            Total                   620 hours

The current estimate of the minimum time required to create export interfaces for the initial three program areas is 1860 hours.

Import Interfaces. An import interface is a program that loads data into the AIMS database tables. The import interfaces will take less time to write. Only one interface is needed for each table.

Interface Batches. The interfaces that export data from the existing systems and the interfaces that load the data into the new systems will have to run automatically at night. The group of processes that run the interfaces are referred to as interface batches.

Reports. Concerning the reporting functions related to the database design:

Web Access. Executive management would like for the database to be accessible on the web. A web interface will be developed to allow users to access the data according to their specific needs.

Information Support

There is data included in the data definition that is not currently tracked by the agency programs. This information will need to be obtained by the program areas.

David Greenes asked each program area to determine the amount of time that it will take for staff to gather and input the information required for the AIMS project. The initial response indicated that there was a significant time component involved.

Modification of Existing Systems

In order for the proposed system to function efficiently, all information required for the report must be captured on an existing information system. The technical requirements for the modification of current systems is different for each program area as described below:

Home. The Home system on Genesis currently has the capacity to capture about half the information required by the AIMS system.

Housing Trust Fund. HTF currently captures some information on Genesis and some in Excel spreadsheets. The system used by HTF is inadequate. Also, there is no efficient way to automate the export of data from Excel. The system for Housing Trust Fund needs to be completely moved to Genesis or to another database system that can be accessed by an interface program to extract its data.

Low Income Housing Tax Credits. LIHTC uses a third-party software product from AOD. The AOD system used by LIHTC has the capacity to capture about 85% of the information requested for the AIMS project. Most of what isn't captured by LIHTC is not relevant to Tax Credits. Modification of the AOD system cannot be done at TDHCA. All modifications have to go through AOD or a contracted COBOL programmer who knows AOD software.

Program Area Requirements

The program areas will be responsible for entering data into their current systems. LIHTC has prepared a detailed estimate of the amount of time it will take to enter historical data. The HTF will enter its historical data within six months. Home has not prepared a detailed analysis.

Current Schedule
Task Hours Deadline
Functional Requirements
Determine web functionality 40 August 15, 1998
Hardware Requirements
Research cost of server 15 July 30, 1998
Purchase server ? August 6, 1998
Data Definition 10 September 15, 1998
Functional Design 40 September 15, 1998
Export Interface - HOME 620 Initial export interfaces for six core tables by October 15, 1998
Export Interface - HTF 620 Initial export interfaces for six core tables by October 15, 1998
Export Interface - LIHTC 620 Initial export interfaces for six core tables by October 15, 1998
Import Interface 220 October 15, 1998
Batching 100 Initial batches by December 1, 1998
Reporting 100 Initial reporting based on six core tables by December 15, 1998
Web Access 400 Web development for standard views of six core tables by November 1, 1998
Queries and initial reports by December 15, 1998 100 Not determined
Modification of Existing Systems
HOME 85 All changes to support initial download of data by September 15, 1998
HTF 300 All changes to support initial download of data by September 15, 1998
LIHTC ? Not determined

Overall Conclusions

The AIMS project is coming along well, despite the loss of several months of activity. The design is sound and there is a realistic timeline in place.

There are no foreseeable major problems that will prevent timely implementation of this project. There are no other competing projects that might cause delay of this project. This project has the full support and commitment of the ISSW division.

Note: Attachments A, B, and C have been omitted from this example.