Back office

Properties

The standard adaptation fields on the Property record have been updated as follows:

Sheltered – the existing standard checkbox field has been changed to a multi-select field

Level access – a new standard multi-select field has been created

Wheelchair adaptation - a new standard multi-select field has been created

All fields have been setup to use standard lookups using Yes & No values. These values can be amended if required to capture different levels/types of each of the adaptations if required.

A new standard Maximum occupancy field has been created.

When viewing Void records from a Property record the styling of the dialogue window has been re-styled to make it consistent with other areas of the system.

Voids

A new standard Sheltered eligibility field has been added to the Void. 

A new standard Maximum occupancy field has been added to the Void.

When creating a new Void record the Sheltered, Level access, Wheelchair adaption and Maximum occupancy fields are automatically populated from the values stored on the Propertyrecord.

These eligibility rules use the following standard Housing Register fields:

Sheltered – Housing Register.Eligible for sheltered properties

Level access – Housing Register.Eligible for level access properties

Wheelchair adaptation – Housing Register.Eligible for wheelchair adapted properties

The Maximum occupancy rule uses the Occupancy field on the Bedroom assessment.

The Advertising page has been renamed to Adverts/Shortlists.

A new button has been added to the Adverts/Shortlists page, Generate shortlist.

This allows a shortlist for the void to be manually created in the back office. Once the shortlist has been created and the Void saved it needs to be Approved in the same way an advertising period is approved.

Once approved the system will generate the shortlist in the back ground. This will take a few minutes. Once generated the Shortlist Ready field on the Void is set to True.

The shortlist is displayed on the Shortlist page of the Void or Property record.

The shortlist is generated using any eligibility criteria that has been assigned to Void record, and returns the top 50 applicants on the register in accordance to the shortlisting policy specified.

As well as using the standard eligibility the shortlist only contains those applicants that have the Parish of the property as one of their Areas of preference (standard Huume areas of preference).

If the property does not have a Parish, or if an application does not have any Areas of preference set then this rule is ignored.

The existing Add new button has been renamed Add new advert.

Added functionality to stop a new advert/shortlist being generated if a previous advert/shortlist still contains bids that haven’t been processed.

Additional text has been added to the Adverts/Shortlist page to inform users when this happens.

The Maximum occupancy field has been added as a configurable column for any lists that include data from the Void.

Form Editor

The Property Admin form has been updated to now allow the following configuration options:

Visibility logic rule for the Floor field is now configurable. The standard rule has also been updated to show the field when Studio is selected

Address, Ward, Parish, Tenant Organisation and Landlordfields are now visible and can be reordered or moved to another group

All other standard fields can be re-ordered or moved to other groups

Logic rules can be created against any fields that support them

Standard configurable visibility rule created against the Liftfield

If a standard logic rule cannot be amended through the Logic Editor then a message is displayed on the screen.

Bedroom assessments

A new Occupancy field has been added to the Bedroom assessment. This field contains a count of the number of People on the case.

An Override occupancy field has also been added to allow the standard calculations to be overridden if needed.

The Effective occupancy, Calculated occupancy and Override occupancy fields have been added as configurable columns for any lists that include data from the Bedroom assessment.

Housing Register

Standard Autobid functionality has been added to the Housing Register form. The following new fields have been added:

Enable Autobid – determines if bids should be placed for the applicant

Autobid property types – bids will only be placed on properties with these specified types

Autobid level access only – bids will only be placed on properties where the level access of the property meets the level access specified in their eligibility

Autobid sheltered only – bids will only be placed on properties where the sheltered value of the property meets the sheltered value specified in their eligibility

The Autobid functionality also uses the information stored in the standard Preferred Areas fields. This ensures bids are only placed in those parishes that an applicant has expressed an interest in living. If no preferred areas have been set then the system will place bids on properties anywhere.

The Autobid process is run each night for any properties that have just finished being advertised. The system then looks at all the applicants that have Autobid enabled and places bids on any of those properties that they are eligible for meet their preference criteria. 

Bids are placed on those properties where they will be highest up the shortlist. If an applicant Autobid enabled but has already placed bids themselves during the cycle then the system will only place any outstanding bids they have remaining.

The standard Level access and Wheelchair adapted fields have been renamed to Eligible for level access properties and Eligible for wheelchair adapted properties. 

This makes the fields more consistent with the Eligible for sheltered properties field, and better conveys their involvement with the eligibility rules.

The Review requested field has been added as a configurable column for any lists that include data from the Housing Register.

A new Source column has been added to the Bid history section of the Bids page. This shows how the bid was placed; Public portal, Admin, Autobid or generated (NBL).

Lookups

The following lookups can now be customised:

Member of the Armed Forces

Key Worker

Eligible for sheltered

Level access required

Wheelchair adaptation required

By default, all lookups contain Yes/No values but could be customised to capture different levels/categories if required. These lookups are also used on the relevant Void fields to ensure consistency across the eligibility rules.

Bidding

New Source field added to the bid record to capture where the bid was placed; Public portal, Admin, Autobid or generated (NBL).

This field is available as column to be displayed on a shortlist as well as being recorded in the journal entry displayed on the History page.

When placing a bid in the back office on behalf of an applicant a user can prevent it from being withdrawn from the public portal by ticking the Prevent the applicant from withdrawing this bid checkbox. Applicants will still see these bids when they log in but will be presented with a message if they try to withdraw it.

Shortlisting

New standard shortlisting rules have been created based on the following Housing Register fields:

Occupancy

Eligible for sheltered

Additional configuration has been added to the following fields when being used for shortlisting:

Member of the Armed Forces

Key Worker

Eligible for sheltered

Level access required

Wheelchair adaptation required

The lookup values for each field can be re-ordered,  included/excluded or grouped together.

Added new functionality to manage changes to the shortlisting policy while a void is being advertised and deal with circumstances where applicants on the shortlist may have missing data required by the new policy.

Added functionality to stop a shortlist being processed if it is still being advertised. Shortlists can now only be processed if the advertising end date is in the past. 

Updated the Summary page to show ‘-‘ in the shortlisting fields if there is no data for applicant, instead of displaying ‘UNKNOWN’.

Roles

A new permission has been created to manage the approval of generated shortlists called Shortlist generation request – approve.

The existing Shortlist periods – approve permission has been renamed Shortlist advert request – approve.

Public portal

Properties

Updated the fields displayed on an advert to include the Floorand Lift fields, and respect any visibility logic rules that have been configured in the back office on these fields.

Minor improvements made to the layout of the detailed property information.