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APPENDIX A: North Lanarkshire Council: Monitoring Applications
The following is an example of good practice where standard job tracking software, available on most up to date Housing systems, has been used to create a detailed tracking and monitoring system for Landlord Registration.
Source - North Lanarkshire Council
System Used - Flare Action Report Generator.
Each application is recorded on the system and tracked through a set of tasks. The progress of an application is recorded and reports can be generated to monitor progress.
The North Lanarkshire system currently has up to forty action codes that are used solely for the landlord registration scheme.
A Report Generator has bookmarks that can offer you different applications that allow you to analyse, print or export the data to a spreadsheet. This allows us to prepare a simple report on any of the codes we select. For example if we want to know how many landlord signed confirmation documents we have processed for a specific date, say between 1st September 2006 and 31st December 2007, we can enter these dates once we have selected the Y04 Code.
If required a particular record can be accessed for detailed examination.
The system also allows the interrogation of data in terms of combining different action codes. For example the number of signed confirmation documents received and how many of those landlords have not yet received their approved certificate. The system can produce the appropriate report.
This process can be used to check all of the data within the database to ensure that all applications are up to date and what action is required to complete each individual landlord application.
The system can also be used for keeping track of the number of different Service Requests or complaints that are received.
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