This worksheet will show you how to:
- Navigate to the TMIs list view and create a new TMI
- Populate the initial fields and create the record
- Add TMI contact/s
- Change the owner and save and close the record
Note this guide only covers the initial stages of creating a TMI. If you are working or managing a TMI then please see the related guide.
Background Scenario
You have received notification that our gas team have been unable to gain access to a property to conduct gas servicing. This is now to be added to YODA as a TMI. You need to create and populate a new record and if necessary re-assign it to the relevant team.
YODA Steps to Follow |
Procedural Points |
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| 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 ‘gas’ 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’. Then click on the TMI type and click on Add | |
| Enter the date of notification in the ‘Notified on’ field | ||
| The ‘Initial SLA’ field will auto-populate to Custom as the timescale for the initial call-back, as a community manager will have to visit the property within 24 hours. The initial call back is automatically set to 2 working days after the notified date. | Currently 2 working 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. | 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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| 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. Tenant / Notifier – user
For more information on contact types please see guide. |
These are the choices for the gas service 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. | ||
| Applying a Contract to a Contact | ||
| In general contracting will be done further on in the investigation by the person who is working on the TMI. Contracts are by default set to YES.
However, 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. | |
| Save and close the contact form. | ||
| Apply the above process for all of the relevant contacts | ||
Recording the start of the investigation |
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| Update the investigation start date field | ||
| Change the stage of the TMI to Investigation Commenced. | ||
| Populating the Gas Access Section | |
| Click in the related gas service job field and choose the spyglass, the current IBS job for the gas service will be shown there, click on it to add it to the field. This will then bring up the date logged and (if completed) the completion date field for that job. Note: If the gas service completion date is not populated 4 days after the initial SLA date the system will generate a task to escalate the TMI. | Select reason for investigation, you can use either the historical issues section or the Access failed section. Procedurally both options could be chosen (as there could be historical issues and a current access has failed). |
| Here you can note any historical issues. Simply check the box and the description field will appear where you can add detail. | |
| If Gas Access for this year has failed. Check the tick box and then provide a description of the failed access appointment. | This will also generate a reminder task for next year. |
| 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. |
| This is the final stage of creating the TMI. You can now click | MSOs will lead where there are live notices due to arrears, CSOs will lead of if there is ASB issues. CMs will lead on all other cases.
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