Real-time customer portal makes a difference

The social housing sector is well known for its heavy workloads and labour-intensive processes. Fife Council was in exactly this predicament - their small team of three were managing properties spread over a vast area, with site visits often being a 130 mile round trip.

Something needed to be done to reduce the workload and site visits. They needed an approach to workflow management that was available immediately, was inexpensive and required no software set-up.

SitexOrbis had the solution

When Fife Council changed property security providers to SitexOrbis they were introduced to our latest innovation - Aura Workflow Management System, which promised real-time management and reporting on works undertaken by our in house teams along with other contractors. It seemed too good to be true.

As soon as they began using SitexOrbis, Carol Wilson, Fife's Accommodation Officer, and her team were able to log into Aura through the SitexOrbis website without having to install any software on their PC’s or network. Once logged in they could, for the first time, take complete control of property security and the improvement of workflow:

  • Scheduling property-related jobs and tasks to enable voids to be available for letting as soon as possible.
  • Ensuring there is a complete audit trail of work undertaken, including the possibility of a complete photographic log of work.
  • Ensuring work happens at the right time, on time.
  • Acts as a virtual filing cabinet which helps the environment.
  • Reporting on work scheduled, in progress and complete using a comprehensive search tool and suite of standard reports which can be exported to PDF or Excel files.
  • Analysing data across all jobs with comprehensive trend analysis and report printing capabilities.

Features include:

  • A control panel where Fife Council can view any job completed over the past 12 months.
  • A single page summary of all jobs currently in progress along with the status of these jobs.
  • An option to place a ‘new order’ using the online order facility.
  • A property search to enable the full history of works carried out by SitexOrbis on individual properties to be viewed in an easy reading format.

Activity Reports

Follow what is happening where, and by who 24/7 with real-time job status updates.

Photo Section

Images are uploaded via pda with time and date stamp as proof of completion. You can have a complete photographic log and audit trail.

Invoicing

View invoices online with export features.

Alarm Activation

Ensures any alarm activations have been responded to.

Job Audit

Complete audit trail of timescales of all jobs undertaken.


All information can be downloaded in PDF and Excel format for ease of use.