Introducing the 5D AI Evaluation Framework for Affordable Housing Organizations

Artificial Intelligence (AI) is showing up in every corner of the housing world. Leasing chatbots. Maintenance triage tools. Document processors. Screening systems. You name it—someone’s promising that AI can make it faster, smarter, cheaper, or all three.

But here’s the reality: most organizations are still evaluating AI vendors the same way they’ve been evaluating software for the last 20 years.

And that’s a problem: AI is not software.

AI is dynamic. It evolves. It makes decisions. Sometimes it learns things you didn’t teach it. And in affordable housing - where equity, compliance, and public trust are non-negotiable - rolling out AI without a real evaluation process is asking for trouble.

That’s why we built the 5D AI Evaluation Framework - a no-nonsense, action-oriented framework designed specifically for affordable housing, community development, and mission-driven property operations.

This isn’t theoretical. It’s tactical. Here’s what you need to know.

🚫 Software Evaluation ≠ AI Evaluation

Let’s be clear:
Buying a rent ledger or CRM system? That’s traditional software.

Buying a tool that decides which applications get flagged or which maintenance tickets get prioritized? That’s AI.

Here’s how they’re different:

When we evaluate AI abilities from vendors, there are key differences in the methodology:

If you don’t shift your evaluation approach to match these differences, you’re either overpaying for a rules-based tool - or worse, deploying unmonitored AI that makes biased or unsafe decisions.

The 5D Framework: A Smarter Path Forward

This framework walks your team through five practical steps to evaluate, select, and manage AI tools responsibly and effectively—without needing a PhD in data science.

DISCOVER – Define what problem you’re solving

Start with your pain point, not the pitch deck. Is this a process problem? A decision-making problem? A service gap?

Once you define your use case, build a shortlist of vendors that actually understand housing and AI - and not just “proptech.”

DIAGNOSE – Understand what the AI actually does

Ask hard questions: is this a bot, an assistant, or a full-blown agent? Is it real AI or just a rules engine in disguise? What data powers it? What happens when it’s wrong?

Bring in a technical advisor if needed - but don’t skip this step. It’s where most bad buys happen.

DECIDE – Score the risk and the value

Not every tool deserves the same scrutiny. That’s why we built a risk tiering model:

• Low-risk: content creation, staff productivity tools

• Mid-risk: internal decision support or resident-facing Q&A

• High-risk: anything that impacts eligibility, rent, or fair housing outcomes

We pair that with a weighted scoring model to evaluate vendors on what matters: mission alignment, transparency, bias mitigation, and ROI.

DEPLOY – Build for oversight, not just implementation

AI isn’t set-it-and-forget-it. You need:

• Human-in-the-loop controls & governance

• Clear accountability

• Monitoring plans

• Escalation paths

In housing, we can’t afford “the AI told me to” excuse. Someone always needs to own the output.

DEVELOP – Make it smarter (and safer) over time

After go-live, your AI needs attention. That means:

• Resident and staff feedback

• Performance reviews

• Policy updates

• Continuous training

AI can drive serious value - but only if you’re maintaining it like a living system, not shelving it like software.

Our Advice: Get Beyond the Demo

The most dangerous AI vendors are the ones who sound the flashiest - and offer the fewest receipts. In affordable housing and community development, we don’t have time (or trust) to waste on tools that weren’t built for our realities.

Ask hard questions. Demand transparency. Make trust as important as features.

And remember: If you’re evaluating AI like you evaluate software, you’re already behind.

Get the 5D AI Evaluation Workbook

Want to try it out? We’ve packaged the full 5D AI Evaluation Framework into a free, ready-to-use workbook with checklists, templates, and step-by-step guides your team can actually use.

Get this workbook by booking quick 15 minute call with one of our advisors for insight & assistance. We'll walk you through the framework on our call, then send this to you directly for your use.

Built for Housing, Not Silicon Valley

Most AI procurement playbooks were written for corporate IT departments, not organizations balancing limited budgets, regulatory oversight, and frontline staff capacity.

This one was built specifically for:

• Affordable housing providers

• Community development corporations

• Public housing agencies

• Mission-aligned property owners and managers

You don’t need to be an AI expert. You just need a structured way to ask the right questions - and make decisions that serve your residents, staff, and mission.

Final Thoughts

You don’t need to be afraid of AI. But you do need to respect it.

Done right, it can save time, improve equity, and scale impact.

Done wrong, it can amplify harm and erode trust.

The difference? How you evaluate it.

This framework gives you the edge.

Need help with this framework or an upcoming AI vendor evaluation? Reach out and schedule a quick 15 minute call with one of our advisors for insight & assistance.