Guide
HOTMA Transition: A 90-Day Project Plan
How to sequence policy updates, software configuration, staff training and resident communication so nothing blocks anything else.
Key takeaways
- Policy first, then systems, then training — in that order.
- Get board approval on the calendar, not just the document.
- Tell residents what changes before it reaches their certification.
Days 1-30: decide the policy
Read the rule against your current ACOP or TSP and produce a change log rather than a redline. A change log is what your board approves and what your trainer teaches from.
Resolve every open question at this stage. A question left open here becomes a software configuration decision made by whoever happens to be at the keyboard.
Days 20-45: approve and calendar
Put the revised policy to your board and record the resolution date in your compliance calendar alongside the first certification it affects.
Approval that is not dated against a certification is approval you cannot evidence later.
Days 30-60: configure the software
Work with your software partner to configure the codes your policy now requires, and test them against a sample household before they touch a live file.
Test with an edge case, not a simple one. Simple households pass regardless of configuration.
Days 45-75: train the team
Train intake and recertification staff on the approved policy using the configured system, so what they learn matches what they will use.
Cover the reasoning, not just the steps. Staff who understand why a rule exists handle the cases your training deck did not anticipate.
Days 60-90: communicate with residents
Send a plain-language notice ahead of the first affected certification, explaining what is changing and what, if anything, the household needs to do.
Proactive notice reduces the volume of confused calls your staff field during the transition, which is the single largest hidden cost of a rule change.
A project-management framework, not legal advice. Confirm all substantive requirements and effective dates against the current rule text.
Related resources
Chosen from the same topic and related formats.
NSPIRE Pre-Inspection Walkthrough Checklist
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NSPIRE Inspection Score Estimator
Project your NSPIRE score by weighting unit, inside, and outside deficiencies before HUD arrives.
TSP
An owner’s written plan describing how applicants are screened, selected and placed for a assisted property.
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