This worksheet will show you how to:
- How to open a TMI and populate the key fields.
- Record the start of the investigation
- Add a contact/apply contracting
- Add the outcome of the TMI
- Create automated tasks
- Add an applicant
- Add TMI specific info
- Add activities
- 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 been assigned a decant TMI and are going to manage the process until the TMI is resolved.
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 ‘decant’ 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 the correct TMI type and click on Add. |
| Enter the date of notification in the ‘Notified on’ field | |
| In the ‘Initial SLA’ field select the timescale for the initial call-back. In this case it is 5 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.
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| 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. |
| Populate the application received date with the date you received the internal request for the decant. | |
| Click to create the record, it will now be labelled with a unique number and the TMI type. | |
| 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 i.e. Tenant/Lead Officer/Emergency accommodation
For more information on contact types please see the ‘Managing TMI Contacts’ guide. |
These are just some of the choices for the decant 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 TMI contact |
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| The contact record is default to apply Yes to a contract. 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.
If you do need to apply a contract follow these steps: |
In general we will not be setting up contracts for agencies, users, or contacts who are notifying only. |
| The 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 record.
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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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| Save and Close the contact record to return to the TMI. | For a decant the contact types do not have desired outcomes attached. |
| Recording the start of the investigation | |
| Update the investigation start date field | This will automatically change the stage of the TMI to Investigation Commenced. |
| Once the investigation form is completed you can add the link to the investigation form in EDM in this field | |
| Populating decant dates and decant reason | |
| Go to the decant section and populate the decant Expected start and end dates
Also choose the Decant reason from the list. Choose either option and this will launch a checklist where you can choose specific reasons. |
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Process flow for Decant decisions:
| If decant recommended:
· A task will trigger to AHM to approve · The AHM will amend the outcome to Approve or declined and the new outcome date · A task will trigger to the owner of the investigation to advise of the AHM response: If approved · Record actual start date · Record decant type – BA or another property · Record address · Scan decant agreement to EDM and add link to TMI · They continue to pay rent on their main tenancy and we keep the decant property void. But if they don’t use a decant property, send rent allowance requests via task to cover their rent. · Enter the end date or record reason not returning · Update contacts & close contracts · Enter investigation resolution date
If Rejected · Update contacts & close contracts · Enter investigation resolution date
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If not going to permit assignment:
· Update active contacts with outcome and close contracts · Enter investigation resolution date |