HUD's Web Management Operating Procedures

Appendix B: Coordinating Kiosk Moves

B. Please follow these steps when moving a kiosk.

Step 1: All kiosk moves begin with the Departmental Web Manager for Field Operations.

• If the kiosk must be moved because the lease has expired and the location manager does not want to renew the lease, the Office of Administration Kiosk Project Field Coordinator informs the Departmental Web Manager for Field Operations.
• If the kiosk is not meeting performance standards, the Departmental Web Team Kiosk Project Manager informs the Departmental Web Manager for Field Operations.

Step 2: The Departmental Web Manager for Field Operations notifies the Regional Web Manager that the kiosk must be moved.

Step 3: The Regional Web Manager notifies the appropriate Field Office Director that the kiosk must be moved and offers guidance on finding new locations, based on the Department's location requirements:

• Must be located within 5 miles of low income families
• Must be open evenings and Saturdays
• Must have documented evidence (e.g., customer counts) to provide reasonable assurance that the kiosk will be used at least by 250 visitors per month (3,000 per year)

Step 4: The FOD identifies potential sites and contacts the managers of the site to determine

costs/requirements that would be involved. Review of the site should include the number of Hours the facility will be open and the number of people who normally use the facility during an average week. Ideally, we're looking for locations that are open 7 days a week. It must have some evening hours and Saturday hours, or it will not be approved.

Step 5: Once a site is identified, the FOD notifies the Regional Web Manager, providing all supporting documentation.

Step 6: The Regional Web Manager emails the Departmental Web Manager for Field Operations, providing:

• Name and location of the site
• Hours of operation
• Proximity to low-income target audience
• Approximate monthly traffic at the site

Step 7: If the Departmental Web Manager for Field Operations approves the site, she emails the Regional Web Manager, with a copy to the Departmental Web Team Kiosk Project Manager, the Office of Administration Kiosk Project Manager/GTM, and the Office of Administration Kiosk Project Field Coordinator. If the site is not approved, the Departmental Web Manager for Field Operations emails the Regional Web Manager, providing the reasons that the site is not approved.

Step 8: The Regional Web Manager notifies the FOD of the approval or disapproval; AND the Office of Administration Kiosk Project Field Coordinator notifies the local office Administrative Officer/ARD.

Step 9: The Administrative Officer/ARD negotiates the lease agreement, working with the Office of Administration Kiosk Project Field Coordinator to ensure that funds are available.

• As a rule, HUD will pay no more than $300 per month to rent space for a kiosk.
• In rare exceptions, we may approve rentals up to $600. Anything over $300 per month must be approved by the Departmental Web Manager for Field Operations.
• If the lease amount is greater than $2,500 annually, the administrative staff will work through GSA to execute the lease. Typically, when GSA is involved, it will take longer to execute the lease agreement; so that needs to be considered in planning.

Step 10: The local Administrative Officer/ARD orders and pays for the phone line for the kiosk and makes arrangements and for installation of power sources, if needed.

Step 11: Once the lease is signed and phone and power lines are ordered and installed, the local Administrative Officer/ARD notifies the Office of Administration Kiosk Project Field Coordinator that the move can be scheduled and specifies a local point of contact.

Step 12: The Office of Administration Kiosk Project Field Coordinator notifies the Office of Administration Project Manager/GTM and the Departmental Web Team Kiosk Project Manager.

Step 13: The Office of Administration Kiosk Project Manager/GTM notifies the contractor to arrange the move.

Step 14: The contractor notifies the Office of Administration Kiosk Project Manager/GTM, the Departmental Web Team Kiosk Project Manager, and the local point of contact, when move arrangements are confirmed.

Step 15: The Departmental Web Team Project Manager emails the Regional Web Manager, with a copy to the Departmental Web Manager for Field Operations, confirming the move arrangements and the final move.