Stage

TEAM

ACTION

NEC ACTION NEEDED

Property elements should be updated already on NEC by NHO before repairs works commence.

1

REPAIRS

Send email with one weeks’ notice to handover

NO

2

NHO (Moving homes team)

Change property to CBL on NEC

YES

3

Matching Meeting

MATCHING MEETING – all properties discussed and agreed if DO or stay as CBL

Attendance Rep from Perm Allocations and LLS. Rep to update NEC to DOC  (Cath Armstrong currently supporting but can be anyone).

YES

5

NHO (neighbourhood team)

If DO set up viewing and skip to stage 11 – update viewing date on NEC for reference. (see separate process map for DO).

YES

6

REPAIRS

Insert HBEM date on NEC at handover and send confirmation info to NHO.

YES

7

PERM ALLOCATIONS

If CBL check all property elements are up to date. If they are, advertise the property and change Void status to CBLA on NEC at point of advertising. Go to stage 10.

YES

8

PERM ALLOCATIONS

If not all property elements are in place change Void status to PEM.

YES

9

NHO (Moving homes team)

If property is PEM update property elements and update Void status to CBL. Go back to stage 7.

YES

10

PERM ALLOCATIONS

Confirm shortlisting with NHO and send text to bidder with virtual tour link. Add SLST void event on NEC with date.

YES

11

NHO (Moving homes team)

Confirm outcome with bidder and email Allocation’s inbox and VT officer with shortlisting update document.

Update RSLT void event with outcomes.

YES

12

PERM ALLOCATIONS

Receive viewing outcome.

NO

If accepted move to stage 14.

NO

If not accepted for shortlist 1 move to second shortlist and return to stage 10.

NO?

If not accepted for shortlist 2 update NEC to DOFS. Contact the MH team with DO matrix list to contact for viewing.

YES

13

NHO (Moving homes team)

Receive DO matrix list from PA. Contact each bidder and confirm outcome to Allocation’s inbox. Update RSLT void event

YES

If accepted go to stage 14.

NO

If not accepted change status to CBL and go to stage 7.

YES

14

PERM ALLOCATIONS

If accepted and applicant not verified request verification and change property to VERF on NEC.

YES

If accepted and applicant is already verified process offer on NEC and change Void Status to ACC and go to stage 16.

YES

15

VERFICATIONS

Verification Team verify applicants.

NO

If successful change to ACC on NEC and send Perm Allocations an email to confirm the applicant has been verified.

YES

If bidder declines property during VERF change to CBLA. Email Perm Allocations to confirm move to next bidder on shortlist. Move to stage 12.

YES

If unsuccessful change to FVER on NEC and send Perm Allocations an email to confirm the applicant could not be verified or if there has been a change in the application.

YES

16

PERM ALLOCATIONS

If ACC properties raise the offer on NEC and confirm with NHO via email to advise an offer has been raised.

YES

If FVER go back to stage 12 for next bidder who accepted.

Change property to CBLA on NG.

YES

17

NHO (all)

Once offer confirmed agree sign up with bidder/direct offer applicant.

NO

18

NHO (all)

Once tenancy start agreed add let date to NEC

YES

19

NHO (all)

Organise keys for new tenant and property will revert to being let on NEC on the agreed let date.

NO