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Keep track of all types of tenancies whether for accommodation, garage units etc. A full auditable transaction statement is included with Housing Benefit and Personal arrears tracked separately. The users can log notes, letters, SMS, emails and general activity. There is a way of tracking the Housing Benefit claim, any serious arrears position including agreements, tenancy notices, court details and eviction actions.
The system has an arrears analytical tool that can highlight and predict balances, missing or late payments, especially HB. It calculates processing delays and builds this into the forecast planner. You can also link to an escalation system for moving tenancies through differing severity levels to eviction if needed. Automatic letters, email and SMS can be triggered to match your arrears policy.
Void units are handled and managed through a separate module to ensure your lettings standards, compliance checks and procedures are followed through to a ‘ready to let’ ready condition. Offers are tracked to applicants and tenancy accounts can be easily created through this module. Tenant giving notice are tracked through here as well as a reporting on occupancy, relet times etc.
A tenant record contains a full comprehensive view of their account, repairs and document history, comp through our tenant portal. Clients can use a standard portal or a branded version for both Apple and Android devices. Tenants can report ASB, complaints, repairs and positive feedback using the survey manager for service satisfaction management.
The system includes a comprehensive application/referral management tool that tracks prospective tenants or support clients through the allocation of a service or accommodation. Letters, notes, emails and SMS can be tracked across a timelines, with details of offers, rejections or status where an applicant is being refused for any reason.
A comprehensive complaints system captures complaints across any number of stages but typically informal and formal stages with the ability to add granular tasks at each stage. The monitoring of SLAs makes the handling of complaints an easier task. Outcome and timeframe reports are available from the system. Standard letters are available and notifications can be set up to triggered to make sure you are on target with handling each case.
An enterprise level system that can capture across all areas of ASB including gang membership, hate crime, external agency contact and much more. Reporting option link to corporate reporting bodies plus monthly, quarterly.
We have a set of tenant satisfaction monitoring and management tools for clients to track and capture active responses across the system. We can send links via email and SMS to stakeholders for live web form entry. We can support all the services you need to track with the method with active dashboard measurement.
As part of the Referral system and an extension of the support housing model, clients can access support plans, engagement plans and risk plans. Any number of different types of support/risk plans can be added depending on the client group. Needs and goals can be added to support plans for a granular service delivery around distance travelled in areas of need. Plans can be reviewed on a regular basis as part of a full audit.
User defined forms for Daily/Nightly/Inspection/Medical etc can be added to the system for more extensive compliance and service delivery. Structured froms such as DASH can be built in which flag if a MARAC referral is required. Link visit forms to dashboards to see any gaps and highlight needed vists or contact.
Unlimited charges can be added to an overall rent and service charge for each unit. There is a diary system included for planning and managing future rents changes.
The system allows you to extract and import the rents using a simple rent modelling tool using Excel. This way you can model a property at an annual cost level and bring in the granular unit rents in a more auditable way.
The system links to many simple accounting systems such as XERO, Sage Line 50 and Quickbooks but also has the potential to link to Sage Intacct via a live API link. The configuration of the system is comprehensive enough to match various coding and ledger styles.
Payment schedules for Allpay, Housing Benefit and other tenancy receipts can be uploaded and managed within the system. You can even post these in advance until you are ready to apply to the live accounts.
A fully comprehensive request and works order exists for individual work requests, compliance orders or even full contract planned programme delivery. The ability to track outstanding repairs and report on service delivery against SLAs is a key area of the system. The system allows you to track contractor performance as well as understand service satisfaction levels.
A pre-inspection system is available and internal surveyors can be set up to allow them to check work before additional spend is allocated.
A fully comprehensive internal and external contractor management system is included with the ability to track outstanding orders, post invoices and credit notes and send data across to many Finance Purchase Ledger systems (once authorised) for payment. There is also a post inspection routine to make sure you can check the quality of the work being undertaken.
Contractors can use a portal to manage their workload. Allow contractors to update, progress and complete work orders in real time. Contractors can also access and update their information and even upload documents like EPC or Gas certificates to your main systems. When a job is ready for invoice the contractor simply adds the invoice detail and uploads an accompanying invoice if required which is stored on your system. The portal is configurable by the client.
The system allows you to manage unlimited areas of compliance including Gas, Fire Risk, Fire Equipment, Lifts etc. The system has 3 levels of managing compliance using automatic, semi-automatic and manual delivery mechanisms. Tracking last complete and next due target dates based on SLAs allows a full picture of compliance outstanding across your organisation.
The system also allows for repeat contract work such as gardening to be setup and monitored.
There is a completely user defined planned and stock condition module for tracking the state of repair of key components such as Kitchens, Bathrooms and deciding when a replacement year would be appropriate. Using the survey tool the surveyors can go out on site and enter data straight into the system.
A fully featured cash flow modelling tool exists with component/year drill down to plan your expenditure in a managed way. This allows multiple scenarios to be considered and data can be push through a live QXL feed to update Excel based graphs and easy to read tables.
SASSHA 360 has real-time Decent Homes surveying and management overview that shows how many homes are decent or not with a summary breakdown on failure points across HHSRS, Components, Modern Facilities and Thermal Comfort. The dashboard is calculated in real time based on active mobile survey data. The Decent Homes surveying tool is one part of our mobile capture system for PPMs, Property Inspections, Tenancy Visits, Void Inspections, Operation Compliance and much more.
The system has a fully featured Asbestos capturing and monitoring register across all units and different classifications of Asbestos. Alerts are configurable across all areas of the system so that contractors and site visitors stay safe.
A user defined asset module keeps track of key assets such as white goods, fire doors etc. These can be added to surveys and there is an ability to link any number of assets to a cyclical survey to keep related information together.
As 360 is a contact based all contacts can be added areas of the system where needed capturing full details, need for due diligence, reporting, monitoring, diversity, privacy etc. Contacts can be referrals, housing tenants, next of kins and family members, appointees, contractor staff, scheme staff, care providers plus many more. Simple and Detailed Levels of CRM are available with multiple task and service level monitoring and notifications. CRM Tasks are linked to individual and teams and the can be added and triggered through different parts of the system.
User-defined dashboard components for value, ratio and count data are available across main areas of the system. Dashboard items can link to day by day capturing of statistical data with drill down, for example Current Tenant Arrears, Number of Open Complaints etc.
There are also standard dashboards are certain important areas for example Arrears, Cyclical Compliance, Repair Performance etc.
SASSHA 360 data can link Power BI and we will work with you to help start you off with this feature.
One of the biggest issues is creating meaning reports but a whole section of data is missing. Validating at entry is always hard due to missing or unavailable data such as NI Numbers, or scanned Lease documents that need to be supplied later. Our Data and Process Quality Assurance framework brings together an instant view of any type of all the missing data, uploads and process checks. A real-time dashboard shows an accurate picture of this incomplete data with drill down giving users a rapid way of bringing together processes and data to ensure reporting is accurate.
SASSHA 360 includes a comprehensive risk management tool that provides a full oversight of all the risks that are in place across all areas of the business. This includes Strategic, Property Assets and even granular risks around compliance (e.g. Fire Risk audit reports). Using the CRM system to drive risk to completion means you have full control over the management of risk using a likelihood and impact scoring system. Mitigation can be added to reduce or remove the risk and a real-time dashboard with active drill down ensures a fully transparent view of risk across your whole organisation.
The system carries professional templates for SMS, Email and Letters across most areas of the system. Contact and account interaction is stored for a timeline of activity across areas of the system.
SASSHA 360 design allows users to design their own data filters to be assigned to all parts of the system to make sure users can find and manage events in the most effective way.
Design and define your own dynamic forms available throughout any area of the system. Manage forms offline if you will be working in remote areas with poor or no mobile signal.
Each area of the system has a document store at a granular level whether that is a contact record, tenancy, contractor, invoice, posted batch etc. The ability to add folders and keep all documents in one place means all documents will be available anywhere.
We use Microsoft user authentication where available to make sure all data is secure. Users are profiled against a set of over 400 view/modify access items plus property level data access which means you can lock a user’s access to a very granular level. Each user is given authorisation levels as well as a choice of home page navigation. Changes on the system configuration level are all auditable.
We use ManageEngine OpManager software to highlight and alert issues across our infrastructure in a proactive way meaning we spot issues ahead of time. We use AppCheck penetration software to test security vulnerability within our systems. These are performed automatically on each build of the software, plus a fixed monthly schedule.
