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HOUSING ASSOCIATIONS – THE SECTOR IN 2040 (SFHA CONFERENCE 2019)

HOUSING ASSOCIATIONS – THE SECTOR IN 2040 (SFHA CONFERENCE 2019)

As supporters of the Scottish Federation of Housing Associations, we were delighted to exhibit at the recent SFHA Conference. The Conference took place on the 10th/11th June at Radisson Blu, Glasgow. One of the Panel Sessions we were particularly interested in attending (but couldn’t as it was a sell out conference) was “The Sector in 2040”. On the panel was Matthew Gardiner, Head of Ideation, L&Q; Professor Duncan Maclennan, Professor of Public Policy, University of Glasgow (CaCHE) and Ruth Glassborow, Director of Improvement Healthcare Improvement Scotland. Thanks to the presentations being made available following the conference, we were able to get an insight into the discussion.

The Sector in 2040 – Matthew Gardiner

As a software business, we were particularly interested in the presentation given by Matthew Gardiner, where his over-riding theme was, “A lot can happen in a generation”.

Matthew’s presentation highlighted how the world around us will change in a generation – by 2040. More people, older people, the effects and repercussions of climate change and the reality that there will be 73 million people living in the UK, meaning the housing crisis will continue, were just a few of the changes that we are all faced with.

Towards the end of Matthew’s talk, he states that, “Whatever happens, in 10 years time digital must be in our DNA.”

We would like to take this a stage further and argue that, whatever happens, digital must be in our DNA yesterday. Matthew highlights that we must mix on and off line experiences to build engagement and community – and we agree. We must utilise technology to enhance community and human interaction and use data to make people’s lives better and easier.

He gives the example of:
What we do now: We know the lift has broken after the event and have to wait for parts.
Best practice: We always have the parts in stock.
Next practice: Internet of Things means we can detect and fix them before they happen.
How can we move beyond: Fully self-repairing houses?

The Sector in 2020 – CPL Software

We believe that the technology already exists and is available to reach Stage 3 – What is the next practice. With the right technology and process in place, management can use data to predict trends and prevent breakages or faults before they happen.

How? One aspect of Property Factoring in Housing Associations involves inspecting and monitoring buildings.  This provides customers with a healthy, safe and comfortable environment in which to live. Servicing and inspecting lifts will help identify if there is a pattern or reason for the lift breaking. And if so, taking action to intercept or prevent the lift from breaking. If the lift in a building breaks every six months, but is serviced only once a year, would increasing the service to twice per annum prevent the lift from breaking? Is there a particular part that keeps failing? If so, how can we work with the engineers or supplier to rectify this? At a very basic level, this could be as simple as tracking when light bulbs need replaced and replacing them before they blow. This level of attention to detail will alleviate the workload on staff as these tasks become part of a scheduled calendar rather than having to react.

If inspections are carried out at regular intervals and data gathered consistently, management, boards and committees can instruct staff to take action. We have the technology now, we must get better at using it in a strategic and focused manner.

Let’s not wait. Housing Associations can put measures in place now to move away from ‘what we do now’ to having digital in our DNA by 2020. We have what we need now to do it, we simply need the ‘want’.

If you would like to know how CPL Software can help your Housing Association make changes now rather than waiting until 2040, please contact a member of the CPL team 

You can find out more about Matthew’s presentation you can download the slide deck from the SFHA website.

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SPECIALIST SOLUTIONS FOR PROPERTY FACTORS

Management and Financial

Board and Management Information

Directors and Management will have full and easy access to relevant and necessary business information online. Reduce business risk by improving processes and procedures for everyone in the team.

+ Trackability and traceability of all inbound documents and communications
+ Achieve SLA’s with a traffic light system to track progress on tasks
+ Granular Management Information based on a tree structure
+ Identify any potential breaches of SLA’s and take proactive steps to resolve
+ Implement fully automated processes to reduce costs, save time and improve business efficiencies

Accounts and Financial Management

Manage all finances going in and out of the business at the touch of a button. Improve your management data and automate manual processes to save you and your business time and money.

+ Works for actual or budget basis
+ Preparation of budgets and financial forecasts
+ Automated billing and reminders
+ Preparation of year end accounts and returns and automated year end statements
+ Track and trace all inbound documents and invoices to meet SLA’s
+ Produce and view graphs
+ Upload and send invoices
+ Automate and manage Credit control and Purchase Ledger
+ Set daily, weekly or monthly reminders
+ Manage debtors

Compliance and Regulatory

Avoid FTT’s, meet rules and legislation and ensure you never miss a deadline. With dedicated software for Scottish Property Factors, you can manage all of your legal requirements automatically, without having to stress or worry about it.

+ Reminders direct to your desktop
+ Peace of mind that you will never miss a deadline
+ Stress free way to manage your legal obligations
+ Liaise with suppliers and clients automatically

Client Services

Property Factoring

View your entire portfolio online in one place with all communications centralised and visible to those who need it, when they need it.

+ Daily management of all property factoring tasks
+ Streamlined processes
+ Smoother communication with clients, contractors and suppliers
+ Visibility of portfolios – great when team members are on holiday
+ Easy apportionment of charges
+ Reminders, appointments and To Do lists in one place

Customer Care

Manage your client communications with ease allowing you to be more responsive, timely and to meet service level standards. Meet their growing digital expectations with your own branded portals and apps.

+ Smoother payments with a branded online portal and app
+ 24/7 communication
+  Full transparency of documents online with traffic light system to ensure SLA’s are met
+ Improved cashflow
+ Paperless billing saves postage
+ Future focused business and brand

Payment Portals and App

Make it easy for your clients to pay bills and statements with your own branded client portal and app. The portal and app integrates with your software and automates the entire process giving you complete transparency and streamlining of billings, payments and reminders.

+ Improved cashflow
+ Automate bills and reminders
+ Reduce your carbon footprint with paperless billing
+ Easier way to pay
+ Integrated solution with your software
+ Future proof your business
+ Exceed your client expectations

Insurance and Claims

Automate your insurance bills and statements replacing a manual process with a streamlined solution.

+ Communicate easily with clients
+ Automate insurance billing
+ Peace of mind for you and your clients

Property Maintenance

Repairs and Maintenance

Manage all communication between Contractors and Clients with a fully integrated contractor, repairs and maintenance management system. This ‘full circle’ approach to managing this complex task makes the entire process smooth and seamless.

+ Send and receive tenders automatically
+ Distribute quotes, organize voting and instruct work as a joined up process without manual intervention
+ Liaise with contractors and clients efficiently and easily
+ Provide 24/7 communication with portal and app
+ Send and receive invoices automatically
+ Fully integrated contractor and repairs and maintenance management

Health & Safety

Conduct your routine health and safety inspections and produce reports online. No need to deal with soggy paperwork and eliminate double input of work when returning from the field to the office.

+ Inspection app tailored to specific report requirements
+ Sign and send emails to all relevant parties
+ Integrates with CPL to send reminders and notifications
+ Reduces risks – insurance, health and safety and business
+ Improves business processes
+ No WiFi or 4G/5G required

Site Visits and Inspections

Conduct property inspections and surveys quickly and easily with our easy to use app. Create your own bespoke reports that you can send to recipients instantly.

+ Upload photos instantly
+ No more soggy paper and pens
+ Improved efficiencies and time savings
+ Transparency of information
+ Email to all relevant parties as soon as the report is generated
+ No WiFi or 4G/5G required

Sustainability

Sustainability

+ Paperlight office with electronic filing and document management
+ Introduce paperless billing
+ Implement and manage initiatives across your portfolio
+ Cost savings with less postage, less paper, less statationery and less time

+ Communicate easily with clients
+ Automate insurance billing
+ Peace of mind for you and your clients

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DEDICATED SOFTWARE SOLUTIONS FOR BLOCK MANAGERS

Management and Financial

Board and Management Information

Directors and Management will have full and easy access to relevant and necessary business information online. Reduce business risk by improving processes and procedures for everyone in the team.

+ Trackability and traceability of all inbound documents and communications
+ Achieve SLA’s with a traffic light system to track progress on tasks
+ Granular Management Information based on a tree structure
+ Identify any potential breaches of SLA’s and take proactive steps to resolve
+ Implement fully automated processes to reduce costs, save time and improve business efficiencies

Accounts and Financial Management

Manage all finances going in and out of the business at the touch of a button. Improve your management data and automate manual processes to save time and money.

+ Preparation of service charge budgets and financial forecasts
+ Automated service charge billing and reminders
+ Preparation of year end accounts and returns and automated year end statements
+ Track and trace all inbound documents and invoices to meet SLA’s
+ Full accounting service and liaison with Auditors including Tax advice
+ Produce and view graphs
+ Upload and send invoices
+ Automate and manage Credit control and Purchase Ledger
+ Set daily, weekly or monthly reminders
+ Manage debtors

Compliance and Regulatory 

Avoid FTT’s, meet rules and legislation and ensure you never miss a deadline. With dedicated software for English Block Managers, you can manage all of your legal requirements automatically, without having to stress or worry about it.

+ Reminders direct to your desktop
+ Peace of mind that you will never miss a deadline
+ Stress free way to manage your legal obligations
+ Liaise with suppliers and clients automatically

Client Services

Block Management

Each and every block manager in your firm will be able to view all of their properties online in one place with communications centralised and visible to all who need them. By automating the admin, your Block Management team will find they have more time to spend working on delivering an even better service for your clients and adding further value to the business.

+ Daily management of all block management tasks
+ Centralised data and information accessible to all who need it
+ Streamlined processes
+ Smoother communication with clients, contractors and suppliers
+ Visibility of portfolios – great when team members are on holiday
+ Easy apportionment of charges
+ Reminders, appointments and To Do lists in one place

Customer Care

Manage your client communications with ease allowing you to be more responsive, timely and to meet service level standards. Meet their growing digital expectations with your own branded portals and apps.

+ Smoother payments with a branded online portal and app
+ 24/7 communication
+ Full transparency of inbound documents with efficient traffic light system to ensure SLA’s are achieved
+ Improved cashflow
+ Paperless billing saves postage
+ Future focused business and brand

Payment Portals and App

Make it easy for your clients to pay bills and statements with your own branded client portal and app. The portal and app integrates with your software and automates the entire process giving you complete transparency and streamlining of billings, payments and reminders.

+ Improved cashflow
+ Automate bills and reminders
+ Reduce your carbon footprint with paperless billing
+ Easier way to pay
+ Integrated solution with your software
+ Future proof your business
+ Exceed your client expectations

Service Management

For Block Managers who need to manage services within your portfolio, our software will help manage this often complex task. Whether it’s concierge facilities, fire safety, lifts or gym facilities, CPL’s software will ensure you stay ahead of deadlines. You can utilise information and data to predict future trends and take relevant action to reduce risk.

+ Set and receive reminders
+ Liaise with suppliers automatically
+ Automatically communicate visits, works or predicted repairs to clients efficiently by email or automated mailing
+ Instruct repairs and maintenance proactively by using data to predict future trends
+ Track, trace and achieve SLA’s with easy to use traffic light system

Insurance and Claims

Automate your insurance bills and statements replacing a manual process with a streamlined solution.

+ Communicate easily with clients
+ Automate insurance billing
+ Peace of mind for you and your clients

Property Maintenance

Repairs and Maintenance

Manage all communication between Contractors and Clients with a fully integrated contractor, repairs and maintenance management system. This ‘full circle’ approach to managing this complex task makes the entire process smooth and seamless.

+ Send and receive tenders automatically
+ Distribute quotes, organize voting and instruct work as a joined up process without manual intervention
+ Liaise with contractors and clients efficiently and easily
+ Provide 24/7 communication with portal and app
+ Send and receive invoices automatically
+ Fully integrated contractor and repairs and maintenance management

Health and Safety

Conduct your routine health and safety inspections and produce reports online. No need to deal with soggy paperwork and eliminate double input of work when returning from the field to the office.

+ Inspection app tailored to specific report requirements
+ Sign and send emails to all relevant parties
+ Integrates with CPL to send reminders and notifications
+ Reduces risks – insurance, health and safety and business
+ Improves business processes
+ No WiFi or 4G/5G required

Site Visits/Statutory Testing/Building Surveying

Conduct property inspections and surveys quickly and easily with our easy to use app. Create your own bespoke reports that you can send to recipients instantly.

+ Upload photos instantly
+ No more soggy paper and pens
+ Improved efficiencies and time savings
+ Transparency of information
+ Email to all relevant parties as soon as the report is generated
+ No WiFi or 4G/5G required

Sustainability

Sustainability 

If your business is moving towards being more sustainable, we can help you. Reduce paper in your office, encourage your clients to choose paperless billing and implement initiatives throughout your property portfolio with an online solution.

+ Paperlight office with electronic filing and document management
+ Introduce paperless billing
+ Implement and manage initiatives across your portfolio
+ Cost savings with less postage, less paper, less statationery and less time

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TAILORED SOLUTIONS FOR SOCIAL LANDLORDS

Corporate and Governance

With strict regulations and compliance, effective and strong corporate governance is crucial in a housing association in order to meet these standards. All housing associations must comply with frameworks set by their industry body. CPL Software will provide the relevant infrastructure needed to achieve this.

+ Deliver higher levels of governance with improved automated processes
+ Easy to use, specialist software for property factoring and block management
+ Achieve organisational efficiencies to comply with rules, regulations and industry standards
+ Traffic light system to help track and trace SLA’s

Customer Service

Most Social Landlords will have a customer service commitment that they must adhere to. These will generally take the format of what standards customers can expect when they interact with employees in the organisation. Your new software will  help facilitate customer facing and customer focussed staff to achieve or exceed expectations by  following standardised procedures and processes.

+ Preparation of rental reviews
+ Effective maintenance and provision of service contracts
+ Smoother payments with an online payment service and branded app
+ 24/7 communication
+ Improved cashflow
+ Paperless billing saves postage
+ Future focused social organisation

Repairs and Maintenance

Ensuring your tenants and customer’s are safe and secure is an essential part of being a social landlord. Responding to repair and maintenance requests in a timely and efficient manner will help you to provide an exceptional level of service.

+ Liaise with contractors and clients efficiently and easily
+ Provide 24/7 communication with portal and app
+ Send and receive invoices automatically
+ Fully integrated contractor and repairs and maintenance management

Finance and Accounts

Manage all finances coming in and out of the organisation at the touch of a button. Improve your governance and management information and automate manual processes to save time and money.

This part of the system deals with all of your accounting including budgeting, credit control, purchase ledger and financial accounts.

+ Preparation of service charge budgets and financial forecasts
+ Automated Service Charge billing and reminders
+ Preparation of year-end accounts and returns
+ Automated year end statements
+ Full accounting service and liaison with Auditors including Tax advice
+ View graphs to review performance throughout the year
+ Upload and send invoices
+ Credit control
+ Set reminders
+ Manage debtors

Health and Safety

Conduct routine health and safety inspections and produce reports online. No need to deal with soggy paperwork anymore. And your team will eliminate double input of work when returning from the field to the office.

+ Inspection app tailored to specific report requirements
+ Sign and send emails to all relevant parties
+ Integrates with CPL to send reminders and notifications
+ Reduces risk
+ Improves business processes
+ No WiFi or 3G required

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CONTRACTORS

Visibility for Your Business

Gain instant access to a large network of property management firms. Your business will be visible on the dedicated app for this sought after income stream.

+ Send quotations and estimates easily and directly
+ Manage all your invoices online
+ Upload photos of your work to get paid quicker
+ Apportion payment schedules from deposit to final payment
+ Monitor work flows so you can raise invoices on time
+ View account information on your dashboard to manage

Time Savings

Being able to communicate easily with customers will make the process of running your business smoother and more efficient. Our Contractors app will save you time and effort with automated, online two way communication.

+ Communications with property management firms held in one place
+ Stay on top of progress of tenders and invoice payments
+ View and submit tender quotes quickly and easily

Faster Payments

Keeping cash flowing through your business is crucial for it’s survival. As your communications and workflows are managed by the app directly in tandem with your customers, payments will be made quicker and easier.

+ Full visibility of outstanding invoices
+ Direct communication with customers if invoices are due or overdue
+ Automatically set reminders when invoice payments are due

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