Case Studies - HomeBuy

One of the UK's largest Social Housing landlords. They also act as the National Housing Federations Home Buy agent for Norfolk, Suffolk, Cambridgeshire, Bedfordshire and Warwickshire dealing with 24,000 plus applications for the sale of Key Worker and Shared Ownership homes.

A solution was needed to:
 
• Address receipt and filing of the original application forms along with backup documentation.
• To maintain a Data Base with the full details of each applicant to enable the matching of these to suitable
   properties any where in the region.
• Provide access to the master Data Base to almost a 100 regional Housing Associations to search for suitable
   applicants in their area.
• Distribute copies of Application Forms and back up documents.
• Remove the costly labour intensive handling of Paper.
• Remove the potentially expensive postage costs distributing copies of Application Forms to the locally based
   Housing Associations.
• To control the ongoing correspondence and emails.
• Maintain a minimal internal head count due to the pressure on available office space.
• Have comprehensive reporting tools to allow them to produce a wide range of statistics as demanded by the Local
   Authorities.

A solution has been found by the use of InSyde Softwares Inview Document Management Software, plus the New Documents and Messages Module. A Bespoke version of our Customer Relation Manager Data Base has been produced including the tools to meet their reporting requirements.

Document processing is being carried out at InSyde Softwares Scanning Bureau using the Post Room service via a PO Box address. Data Capture is also provided to capture the thirty two main values from each Application Forms e.g Name, Address, Type of Property etc.

The complete service is being Hosted on InSyde Softwares secure WEB Server

Space for equipment and related staff were removed by using the PO Box service to direct all application forms to InSyde Softwares Bureau's where they are scanned and data captured before being uploaded to New Documents Tray on InSyde Softwares secure WEB server. The Data Input is loaded into the master CRM data base. Each day's new forms are completed and processed the same day.

After each form has gone through an assessment process, the file is moved into the Main Online Data Base in the DMS, from where, by secure login via the Internet, the regional Housing Associations can search the CRM Data Base for suitable applicants and view the related documents and files On Line. This in turn has removed the need to handle Paper Files, eliminated high postal charges and reduced delays from at best a day to a few seconds.