Organization Type: State Government Agency
Location: Nashville, TN
Engagement Type: Tenant File Audit Compliance Reviews
Programs Supported: PBRA / LIHTC
Housing Portfolio: 2,500 Units (contracted)
Timeline: 7 months
The Metropolitan Development and Housing Agency (MDHA) recognized the need for a structured, third-party review of its tenant file documentation following a series of Management and Occupancy Reviews that pointed to gaps in supporting compliance records across its Project-Based Rental Assistance (PBRA) and Low-Income Housing Tax Credit (LIHTC) portfolio.
Rather than wait for the situation to escalate, MDHA leadership chose to engage outside expertise to assess the full scope of the issue and strengthen long-term compliance practices.
The decision was a measured response to real exposure. Unresolved documentation gaps in a federally funded housing portfolio of this size can carry significant consequences, including tax credit fund recaptures and increased regulatory oversight.
AMA Consulting Group was engaged to conduct a comprehensive review of MDHA’s tenant files across its PBRA and LIHTC portfolio. AMA deployed an onsite team of four staff members to scan and digitize approximately 2,500 tenant files, alongside an additional team of four experienced compliance auditors who conducted in-depth reviews and produced detailed, file-specific feedback on each item identified.
The review confirmed what MDHA leadership suspected. Front-line staff understood program requirements and were performing the core compliance work accurately. Tenant certifications were being completed correctly within the Yardi system, and the majority of files reflected accurate income calculations. The gap was in supporting documentation. Physical files frequently lacked the verification records needed to substantiate the work that had already been done, and the absence of formal standard operating procedures (SOPs) made it difficult to apply consistent documentation practices across a portfolio of this scale.
From there, AMA worked side by side with MDHA’s internal team. Using its proprietary feedback tool, the AMAzing QC Tool, AMA flagged items at the file level, gave MDHA staff direct visibility into each finding, and tracked resolution in real time. The approach produced both immediate compliance recovery and a foundation for sustainable practices the agency can carry forward.
Over the course of the seven-month engagement:
Beyond resolving the immediate compliance concerns, the engagement equipped MDHA with the tools, training, and documentation practices needed to sustain consistent compliance long-term. The agency now operates with stronger verification protocols, clearer visibility into file-level compliance status, and staff capable of applying corrective practices independently across its PBRA and LIHTC portfolio. MDHA emerged with a more durable compliance foundation that supports audit readiness, protects funding, and reinforces its standing with HUD and tax credit stakeholders.
"AMA not only addressed immediate compliance concerns but also helped our team build systems we can rely on moving forward."
Compliance is only as strong as the documentation behind it. AMA Consulting Group partnered with the Metropolitan Development and Housing Agency to strengthen documentation practices, equip staff with the knowledge to maintain them, and position the agency for lasting audit readiness.
Every agency’s situation is just as unique, but the path forward doesn’t have to be unclear. AMA brings the expertise, structure, and hands-on support your team needs to move forward with confidence.
