Cheiktha Dowers has managed Memphis Housing Authority’s High Performing HCV program since 2012.

As Public Housing Agencies (PHAs) respond to increasing regulatory requirements and look to modernize their operations, software conversions are becoming more common. Whether prompted by new HUD compliance regulations, reporting limitations, or need for better functionality, these conversions offer both challenges and opportunities.

A well-executed software conversion can lead to stronger compliance, better staff productivity, and improved service to residents.

Quadel partners with PHAs nationwide to navigate transitions like these—ensuring agencies remain compliant and efficient throughout the process. Quadel Director, Cheiktha Dowers, discusses her experience leading Memphis Housing Authority’s recent software conversion and recommendations to ensure a smooth conversion process.

Designate a Strong Project Manager

Dowers noted most software conversions take at least six months and could last up to a year, depending on PHA size, amount of programs, and data quality. To ensure a successful start to the project, Dowers says preparation is critical and begins with the staff you assign to the conversion.

“Ideally, the project manager should have both IT expertise and operational knowledge. However, if both skill sets are not available in one person, it is essential that the project manager has a solid understanding of the agency’s operations to effectively guide the conversion process,” Dowers said. “The internal project manager is essential to keep timelines on track, ensure accountability, and resolve any issues quickly.”

Clean Data and Review Workflows

Dowers noted one of the most important steps to a software conversion is to analyze current data and policies and procedures. PHA staff will want to review and document established workflows long before the conversion actually begins.

“A thorough review allows your team to identify redundancies, clarify roles, and resolve operational issues at the source before the system goes live. New software doesn’t fix broken processes, it reveals them,” Dowers said. “If your agency’s workflows and procedures are not clearly outlined and consistently followed, the software conversion will magnify issues. With the proper preparation, your agency will be well-positioned to operate effectively within the new system and avoid preventable disruptions.”

Remain Flexible and Communicate Often

Dowers led Memphis Housing Authority’s conversion from Emphasys Elite to Yardi in 2024. The conversion took nearly a year. And even with the proper preparation in place, software conversion projects will run into a few issues and slow downs. For Dowers and her staff, this included many manual fixes and documentation to solve workflow issues. Weekly meetings helped keep both the PHA staff and software developers moving forward.

“We implemented a system for staff to flag errors in real time, allowing us to identify patterns and recurring problems. These issues were compiled with specific examples and shared with the software developer ahead of each meeting to give them time to research and present solutions during our calls. This approach allowed us to stay focused, address issues efficiently, and continue operating despite the many challenges.”

Quadel consultants are well versed in all PHA software. Interested in having our team help manage your conversion process? Request a proposal today.