Housing AssociationsAutomate and streamline business processes. Improved service user satisfaction.
Housing associations we provide solutions and services for include…
There’s pressure on housing associations to improve satisfaction for their service users, whilst cutting costs and driving efficiencies.
Like many sectors, COVID-19 has added more pressure. There an increased demand for social housing. The number of people in temporary accommodation in England is at its highest in 14 years, standing at 253,000.
Additionally there’s a backlog of repairs, made worse by a workforce reduced by sickness and self-isolation.
Pro2col are independent, G-Cloud 12 approved experts in secure managed file transfer, automation and system integration. Since 2004 we have helped housing associations automate and streamline business processes. Service users benefit from quicker and more efficient provision.
Providing timely repairs
Tenants demand timely repairs, yet manual administration slows down the process. With a backlog of repairs expected in the wake of COVID-19, are your processes able to cope?
We can automate the administration of the complete repair process. From a tenant requesting a fix, ordering materials from suppliers, booking labour from partners, right through notifying the tenant of dates and progress.
Speed up the housing allocation process
Many housing associations have empty properties. Yet they still incur excessive costs for temporary accommodation whilst allocations are processed.
Automated workflows can speed up this process and drive efficiencies. Manual interaction can be replaced by automated agents or bots. Or workflows can be built to combine manual and automated processes.
Many tenants are digitally connected. They expect to be able to interact with your organisation via mobile and carry out an element of self-service functionality, minimising face to face contact.
Secure, bespoke online forms can integrate into your website to provide this functionality. The web form will securely capture data, then automate ongoing actions: This can be used for booking gas safety check or other health and safety requirements, logging repairs and notifications can update tenants when work is scheduled or complete
Save time generating endless reports and get real-time visibility. Automated report generation will automatically scrape data from different sources and configure it however you need.
Visibility of active repair requests will allow you to arrange bulk repairs for an entire building, reducing disruption and cost. Or at a more strategic level, you could configure a solution to scrape population data to plan for future demand.
Sharing information with agencies
Data shared with agencies or external partners is often personally identifiable data and sensitive. This means is requires the highest protection to comply with the GDPR and other legislation.
Secure file sharing infrastructure allows you to share information with agencies / external bodies quickly, securely and efficiently. Depending on the process, this can done by secure email, onboarding partners to your infrastructure, or integrating with their infrastructure.
Mergers or acquisitions
Mergers are common place for housing associations, as they offset decreased funds against increased service demands.
A large file transfer solution can move whole company data sets during a merger or acquisition (terabytes of data).
More common though is for businesses to take advantages of a merger to replace complex, legacy workflows or file transfer solutions. Investing in a more cost effective solution allows data to be managed though one secure, centralised platform for enhanced visibility and control.
Secure remote working is increasingly important post-COVID. Secure file transfer and collaboration functionality allows staff to have secure remote access to company files and work collaboratively on the same version. It also allows them to transfer files securely outside the organisations, without resorting to insecure, consumer grade apps to share files. All exchanges remaining in-line with the company security policy.
Human resources (HR)
System-to-person automation can send and audit the secure distribution of HR documents, including contracts.
In fact, HR departments can deliver the complete employee onboarding process with both front and back end system automation. This removes manual steps and improves accuracy. For example, the employee or HR contact can fill in a configurable web form, which includes e-signing and dating. Then this can automatically be exported as a pdf contract and stored in the repository. Next a fully automated user provisioning workflow can be executed, setting up access and logins for in systems like ActiveDirectory and ERP, emailing the user their login credentials.
Marketing teams regularly share large image or video files, which are too big for email. They often resorting to risky consumer grade, insecure file sharing apps.
A controlled file sharing environment can easily integrate with existing email infrastructure, allowing users to share large files. There are additional security controls, administrative access and visibility of all transfers. Permissions can be set in line with data access policies so that staff only access the data they need in order to do their job.
Finance departments can manage invoicing, orders and payroll documents using automated workflows.
System-to-system automation can trigger regular batch transfers and onward data gathering processes to populate spreadsheets or reporting.
As vendor independent specialists in managed file transfer workflows and robotic process automation, we’re expertly placed to guide you to the right technology and vendor for your requirements.
If you let us know which of the following challenges you’re looking to address, we’ll do two things for you.
First you’ll receive Pro2col’s ‘MFT Buyers Guide’ immediately in your inbox. Also, we’ll share with you specific examples how using technology the processes you’ve selected can be automated.