Geometry’s Housing Management Solution is a modern, open solution for managing the entire lifecycle of housing accommodation and comprises the following features:

  • Asset Management and attribute collection
  • Tenancy Management from signup, rent calculation and tracking
  • Maintenance and Contractor management
  • Workflow driven with your own custom processes
  • Housing Applications for matching vacant properties to applicants
  • External Portals for Clients, Contractors and other housing providers
  • Finance System integration
  • Spatial integration with built in maps
  • Mobile enabled for tablet and phone use
  • Comprehensive Reporting available to all users
  • Interfaces to external systems including Australia Post, BPay, Banks, Centrelink, private housing providers and APIs for external interactions.

Technology Options:

  • Operating System: Windows, Linux,
  • Database: SQL Server, Oracle, PostgreSQL
  • Hosting: On premises or Cloud

Asset Management

The core to HMS is the central management of assets either defined in HMS as the source or derived from an external asset management system.

Users can quickly see critical asset summary details, the location on an interactive map and the entrance photo.

Workflows are tightly integrated into the system with active and completed workflows readily available. Notes and appointments can be shown quickly.

See property photos and plans from within the asset screens.

 

Attributes

Property attributes and condition rating can be defined for all subcomponents of the assets.

Comprehensive management of properties leasing arrangements though definition of arrangements and programs.

Each component of the management of tenancies or the property can be assigned to a specific party, making management of property portfolios simple.

 

Lifecycle

Change asset lifecycle stages.

Track market rent across each property in the portfolio for use in rent subsidies and calculations.

Inspections

Manage the inspection of properties through tablet friendly forms. Each aspect of a property can be inspected and marked with notes and photos of any damage.

HMS contains a comprehensive set of features for the management of tenancies in the public and social housing space:

  • Create tenancies
  • Create condition reports and agreement documents based on standard templates
  • Perform multiple rent subsidy models
  • Track income from household income statements and Centrelink
  • Set up automatic rent deductions through Centrelink RDS and CentrePay
  • Track receipting of payments from Australia Post, BPay and government service centres.
  • All tasks are standardised through workflows

Search for tenancies based on common criteria, in this example greater than 180 days since last inspection.

Agreement Details

Rapidly see summary details of the tenancy, client and rent.

Send SMS to clients from within HMS and see replies.

Send letter based on standard templates

Review and change rent payment details

Create a property inspection appointment, which will send client an SMS and set up an appointment in the calendar.

Household composition can be viewed and edited

Show income as used in latest rent calculations

Rent Calculation and Modelling

Rent calculators automatically placed on market rent if household income statements are not returned, subject to approval.

Model the rent based on entered income and various income treatments.

Add adjustments for special circumstances or apply a special rent calculator.

Preview future rent charges.

Setup automatic Centrelink RDS and CentrePay deduction instructions.

Add complaints or enquiries with a follow up action based on workflow.

Managing a complaint or enquiry through a standard workflow.

Maintenance

HMS contains a comprehensive set of features suitable for all aspects of managing maintenance tasks on a large asset portfolio:

  • Establishing a pool of contractors and head contractors assigned to regions and work type
  • Utilise a schedule of rates for each contractor
  • Includes tracking of KPIs for each contractor and the payment of performance fees
  • Auditing of work orders either in the field or desktop

Contractors

Contractors are defined in the system and assigned areas and work order types.

You can audit contractor work orders as a percentage and also include KPI targets to ensure contractual obligations.

You can establish limits on work orders that allow for automatic approvals for variations.

Raise issues against a contractor against KPI’s.

Schedule of rates is established for each contractor.

 Work Orders

Work Orders can be raised against an asset. The contractor can be automatically assigned based on a region.

Adding line items to a work order based on a schedule of rates.

All work orders go through a standard approval workflow.

Approval workflow is given a standard set of tasks with each task fully described. Summary of the work order shown on the approval screen.

Work Order Audits

Audits can be performed against each work order both field audits and desktop audits.

Scheduled Work Orders

Create work orders on a set frequency matching a set of criteria, in this example all Northern properties that are for sale are mowed every month.

Select properties that match certain selection criteria for a bulk creation of work orders.

Specify work order criteria and get an indicative estimate of the final work order cost for the creation of a set of bulk work orders.

Workflows

Business Process and Workflow

HMS uses the Alfresco Open Source Activiti workflow and business processing management system. Activiti is built-in to the system – it is not an additional piece of installed software, as such workflow and business process management is integral to the proposed solution.

The Activiti business process manager will enable the configuration of complex workflows that are actually “run” by the system. These workflows are well documented in an industry standard notation (BPMN 2.0), enabling the business processes to be well understood by all parties. The business processes can also be copied, altered, and new ones created, thus ensuring the long-term utility of the HMS.

Including a workflow engine enables all tasks and communication to be managed in a similar manner. Each workflow task is linked to the relevant record within the system.

All workflows will be based on a Business Process Modelling Notation (BPMN) model. This allows for administrative staff to understand, review and potentially change the business process.

A sample business process defined using BPMN in HMS to approve a refund

The workflow process can consist of action, tasks, decisions and events. It can send email, generate documents, perform system tasks or initiate web forms for comments. The exact list of available options is extensive, and Geometry adds new activities for specific business tasks as required. The configuration of workflows within HMS would use the available options as required.

In HMS workflow tasks contain all information needed to complete a task and the history of action on the workflow

Example showing the progress of a workflow highlighting previous path and the current task in red

 

Workflow Administration

Since the workflows are modelled and defined in the BPMN2 language as a flowchart, these can be dynamically viewed, and metadata edited in the system as business processes change over time.

Generated Workflow summary page. All workflows and tasks are based on roles and these can have hierarchies

 

Housing Applications

Shared Waitlist

HMS stores all data pertaining to a state-wide housing wait list, the Housing Register. This data is consumed from the external Specialist Homelessness Information Platform (SHIP) platform and is published to other community housing providers.

From a vacant property, the Housing Register can be searched for suitable applicants based on the building attributes such as location, bedroom count, disability features. The applicant list is ordered by priority and application date.

 

External Portals

HMS includes portals for use by clients, maintenance contactors and external housing providers.

Maintenance contractors have access to a Maintenance Portal. This allows them to:

  • See all their draft and approved work orders
  • See details of the tenancy and any special instructions for contact
  • Vary a work order and add line items
  • Add notes to a work order
  • Request an extension of time
  • See any quotes
  • View audit details and submit a response to any failures.

The maintenance portal allows a detailed view of the work order.

 

Comprehensive Reporting

Ad-hoc reporting

Ad-hoc reporting is used available to users within the HMS system to assist users with extracting more detailed information in bulk. This tool supports the reporting and thematic mapping requirements within the platform.

The reporting tool shows current and historical data depending on the underlying data source. Data sources are custom built based on database views to ensure data integrity and can be dynamically added or removed from the tool. A defined data source allows for more intuitive access to the stored data, so users don’t need a full understanding of the application data model.

The reporting tools allow for easy querying, simple grouping and display of data on an interactive map.

Example of built in reporting

The tool also allows for extraction of the output to Excel files for further analysis or distribution outside the system.

Example screenshot from ‘View data on map’ function of the Query Tool in the Housing Management System, showing clustering of results.