Data Required for Chintaro

This article highlights the types of information that your Organisation will prepare before Chintaro training commences. The information that you currently have may be in Microsoft Word documents, Microsoft Excel spreadsheets, hard copies, or in another format.

If you have limited data, or you do not have the information readily available before the Chintaro training commences, only gather the information that you currently have available to you. 

Please Note: Do not create any documents specifically for the Chintaro training, as we will enter the data as part of the training process. 

 The type of information you gather will be allocated to a category within Chintaro. These categories are as follows:

• Clients
• Properties
• Tenancies and Tenancy Balances (including Arrears, Rent Records...)
• Waiting List (if applicable)
• Tradespeople
• Property Maintenance History

Client Data

The information about your Clients (every individual that your Organisation comes in to contact with, including Tenants, Children, Spouse/Partner of Tenant, any other Tenants, people who have been Tenants in the past, and people on the Waiting List).

General Information:

• Title, Given Name(s), Surname and Also Known As Name
• Gender
• Registration Date (First date Client came in to contact with your Organisation)
• Date of Birth
• Related Clients (Any other person in the Tenancy EG Spouse, Children, Friend, etc.)
• Contact Information: Address, Phone Number(s), Email Address
  
• Kainga Ora Person Reference Number (NZ)/ Public Housing Waiting List Number (AUS)

Demographic Information: 

• Country where Born
• WINZ (NZ) or CRN (AUS) number
• (AUS) Rent Assistance Type
• (NZ) Community Service Card Number
• (NZ) National Health Index Number 
• (NZ) Accommodation Supplement Type
  

Next of Kin Information:

• Name
• Address
• Phone Number
• Relationship to Tenant

Property Data

The information about your Properties that your Clients are tenanted in to. The most important section in the Property record is the ‘Room Information’ consisting of the Type (One Tenancy Agreement per Property, or multiple Tenancy Agreements per Property).

General Information:

• Property Name  
• Address
• Online Date (Date your Organisation acquired the Property)
• Program (Stream of Business)
• Property Details such as Construction Type, Land Area 
• Number of Bedrooms, Toilets, Bathrooms
• Garage/Car Port spaces
• Property Manager

Maintenance Information:

• Hot Water Type
• Stove Type
• Heating Type
• Sewerage
• Power Type
• Water Type

Room Information: 

• Type (House, Unit, Medium Bedroom, etc) 
• Market Rent 

Mortgage Information:

• 2 instances of Mortgages: 
• Purchase Price
• Guarantee Date
• Mortgage Provider Contact Information – Name, Address, Phone Number
• Mortgage Number
• Mortgage Amount
• Payment and Frequency
• Payment Status

Insurance Information:

• Insurer Name
• Address
• Contact Phones
• Insurance Type
• Policy Number
• Insured Value
• Expiry Date

Tenancy Data

The information about the Clients who are currently Tenanted in your Properties. The most important sections of Tenancy Record are the Client/Household who are in the Tenancy, the Tenancy Start Date, Current Weekly Rent, and opening balance. 

General Information:

• Tenancy Start Date
• Payment Book ID (If Tenant pays via Bank Account)
• Payment Type
• Last Inspection and Next Inspection fields
• Tenancy Manager
• Program
• NAHA/EVoR Type

Rent Information:  

• Opening Balance
• Current Weekly Rent Amount 
• Details on other Charges

Waiting List Data

The information about your Clients who are on your Waiting List (if you have a Waiting List, and would like to use Chintaro to manage it). 

Waiting List Information:

• Wait List Classifications (Type 1-4)
• Household Type
• Current Rent
• Application Date
• Date of Last Contact
• Preferences for Housing
• Number in Household
• If the Client is awaiting a Transfer of Rooms/Properties within your Organisation

Tradespeople Data

The information about the people or Organisations who you assign your Property Maintenance to. 

Tradespeople Information:

• Trading Name, Type and Address
• Contact Name(S) 
• Contact Person’s Phone Number, Fax and Email Address
• BSB and Account Number
• Work Order Template (if Tradesperson has supplied you with a specific Work Order template)

Property Maintenance Data

The information about the history of Maintenance that has taken place at your Properties.

Property Maintenance Information:

• Property that had Maintenance
• Room/Location that had Maintenance 
• Date of Maintenance
• The type of Maintenance that occurred (Responsive, Cyclical, Inspections, Vacating, etc.)
• The Maintenance Instructions sent to the Tradesperson (Work’s Requested)
• The Cost of the Maintenance
• The Completed Date
• Invoice Number
• Cost of Maintenance