This worksheet will show you how to:
- Navigate to the TMIs list view and create a new TMI
- Populate the core fields and create the record
- Record receipt of application/start of investigation
- Add TMI contacts and apply contracting
- Populate the outcome and TMI specific fields.
- Add activities
- Linking TMIs
- Resolve the TMI
For information on finding TMIs, how to put a TMI on hold, add a notice, link TMIs, audit a TMI (AHMs only), arrange a lock change as well as managing TMI contacts please see related guides.
Background Scenario
You have received an application to convert a joint contract to a sole contract. This is now to be added to YODA as a TMI. You need to create and populate a new record as well as manage the TMI to resolution.
YODA Steps to Follow |
Procedural Points |
| Populating the core fields | |
| Select the HOME menu and then click on the TMI block. Remember to search the list by property to ensure that there isn’t already a TMI entered
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You can also find TMIs via the contact, property and tenancy screens as well as using the Global Search. |
| The TMI List View will appear. To create a new TMI select | |
| First select the ‘TMI type’ field. Type in the first few letters of ‘joint’ and then press the Enter key. Your TMI type box will update accordingly | Or you can select the TMI type from the drop down list and select ‘Look up more records’. Choose your TMI type, then click on Add. |
| In the ‘Initial SLA’ field select the timescale for the initial call-back. For a joint to sole TMI this is 10 days. | |
| The Stage of the TMI is ‘Active Requests’. This is automatically updated when the investigation start date is populated. |
| Next select the ‘Tenancy’ field, here you can add the first few characters of the address and press the Enter key, then select the address from drop down menu. | |
| Add a description about the TMI in the description box. Don’t forget your who, when, where, why and whats. You can also refer to the application form. | As you can add details about the situation behind the TMI in the description box you will not have to create a separate activity. |
| Click to create the record, it will now be labelled with a unique TMI number and the TMI type.
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| Record receipt of application | |
| If you have received the Joint to Sole Application add the date of receipt. | |
| Also add an EDM link to the form for reference | |
| Add an activity to confirm with the contract holder receipt of application. Go to the activities section and click on the +. Then add an activity as usual. | |
Recording the start of the investigation |
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| Once you have started the investigation update the investigation start date field | |
| The stage of the TMI will automatically update to Investigation Commenced. | |
| Once the investigation form is completed you can add the link to the investigation form in EDM in this field | |
| Adding Contacts | |
| Go to the TMI Contacts Section and select This will open up a new TMI contact form. If the person isn’t already on YODA you may have to add a new contact to YODA first. | Note: You will not be able to add a contact until you have saved the record. |
| First select the ‘Contact Type’ field and select the spyglass. There are a varied number of contact types depending on the type of TMI you have created.
Select the correct option. e.g. Contract holder and Applicant. |
These are the choices for the Joint to sole TMI |
| Type in the contact’s name or address in the ‘Contact’ field and then press Enter. Select the relevant contact from the drop down list.
Ideally the sub-letter should be added to YODA as a contact, however if only limited information is known, a free text box will appear to add a name/ description of the person
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| Applying a Contract to a Contact | |
| Note: Contracts are by default set to YES. If you are not going to be working on the TMI then you do not have to set the contract up. If you are please follow the steps below.
If you know that the contact will not require a contract click on the ‘Contract’ field to change from Yes to No. You will need to give a reason as to why you are not applying a contract. e.g. Notifying only. |
In general we will not be setting up contracts for agencies, users, or contacts who are notifying only. |
| The contract start date will auto-populate with today’s date, so first choose the contact frequency from the drop down list. This will then populate the ‘next contact due’ field. | |
| Also select the preferred contact method.
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| Here select Yes or No for whether support is required. If ‘yes’ you will need to enter if a referral has been agreed.
If a support referral has not been agreed you will need to choose a reason why from the list that appears. |
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| For the applicant – go the desired outcome section of their contact form, choose the option as to whether the applicant wants to stay in the current property or move to another BA property.
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| Save and close the contact form. | |
| Apply the above process for all of the relevant contacts | |
| Adding an applicant record for the new sole tenant | |
| First click on the Applicants submenu in the TMI. In the ‘Create applicant from’ field type the name of the applicant. Save the TMI.
The applicant will then be shown as a new record in the All Applicants table. |
For a joint to sole application you will need to add the new sole contract holder as an applicant (for the pre-tenancy process). You can now quickly and easily do this using the Applicant section of the Assignment TMI. |
| Create sole applicant and any household members. End joint account on Capita. Sole contract will be created by completing the Proposed & Actual dates on the sign up sections on the applicant. CLICK SAVE AND CLOSE. DO NOT DEACTIVATE, DO NOT CREATE A TASK AND DO NOT ASSIGN THE TMI TO RENT ACCOUNTS. | NTIF – New account number generated –void account on Capita. Also include service charges if applicable – check rents. |
Adding the outcome of the of the TMI |
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| Add the desired outcome of the TMI. Click on the spyglass next to the outcome field to choose from the main list. | Outcomes available are: |
| These check boxes will automatically appear if the ‘Joint to sole – Rejected’ outcome is selected. Select all that apply: | |
| Use and Occupation
If the main outcome is ‘Joint to sole – Rejected’, choose a sub outcome relating to use and occupation. |
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| Populate the outcome date. This is the date that an internal decision is made to accept/reject the outcome. | |
Use and Occupation Review |
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| If a sole tenancy has been rejected but the contact is allowed to stay in the property until they find suitable alternative accommodation the use and occupation review date can be added here. | |
Adding activities to the TMI |
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| You may want to add any conversations, phone calls or other correspondence pertaining to the TMI. To add a new activity go to the activities section and click on the +. Then add your activity as usual. | |
| Assigning to another staff member/team | |
| To assign the TMI to another team/staff member select the magnifying glass by the owner’s name. The field should go blue. Over-type the name of the team/user and then press the Enter key.
Select the correct owner from the drop down list. |
In general you should assign a TMI to a team rather than an individual. |
| Don’t forget to Save the TMI regularly as you work through the investigation | |
| Resolving a TMI | |
| To close a TMI you will need to add a resolution date and then Save. As soon as you enter the date and Save the TMI will be made inactive. Before you close the TMI it is good practice to finalise the outcome for the TMI contact (see contracting section above) and although the TMI itself will be made inactive the TMI contacts will remain active for reference. | |
Process Flow for outcomes:
IF AUTHORISED: |
IF NOT AUTHORISED |
| · Void existing rent account on Capita
· Tick APRO box on void tasks · Let through sign up section of applicant. · Update any active contacts and close contracts · Enter investigation resolution date · Email voids not to stop gas/electricity supply
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· If use & occupation granted, record the use and occupation review date
· Create the occupant as an applicant · Void on Capita and let through sign up section of applicant. · Once vacated: o Update any active contacts and close contracts o Enter investigation resolution date |
Additional Information –
- When you get the application, send the standard letter setting out the implications
- A new contract should be signed by the new sole contract holder.
- If contract holder fails to vacate, utilise the Notice, Court and Eviction functionality in YODA and link to TMI.
- An automated task will send to CHA voids to request Documotive update.