Tenancy - Risk Assessment

Modified on Wed, 17 Jul at 9:42 AM

A big thank you to Foundation Housing Ltd for allowing us to develop their Tenancy Risk Assessment Tool into Chintaro.

The Tenancy Risk Assessment functions are designed to provide you with a means of tracking the health, wellbeing and connectedness of your tenants to the program your organisation runs.

TABLE OF CONTENTS

What is the Tenancy Risk Assessment used for?
Tenancy Risk Rating Definitions
Viewing and Editing the Risk Rating for all Tenants
Viewing the Risk Assessment for an individual Tenancy
Reporting from the Risk Assessment screen
Setting Security for Tenancy Risk Assessment

What is the Tenancy Risk Assessment used for?

The Tenancy Risk Assessment tool contains 6 categories (or domains) of assessment, each with questions (prompters) that are used to determine what rating the tenant receives for each category. The assessment then takes place in the form of a traffic light system of rating each domain - green for no concerns; yellow for some issues and red for many issues within the category. The Tenancy is then given an overall rating with the same traffic light system of colours, which is an auto-calculated rating based on the average of all 6 categories.

Tenancy Risk Rating Definitions

The names for the 6 categories of assessment (domains) can be edited in Preferences. You must have system administrator access, and it can be found under System Maintenance > Preference > Tenancies/Rent. By default, each label will already have a value. To change it, just edit over the text in each field. See in the image below:

Viewing and Editing the Risk Rating for all Tenants

An overview of the Tenancy Risk Assessment is on the Home screen of Chintaro, under the Actions and Inspection Reviews sections:

To view the Risk Assessment screen, double-click anywhere within this Risk Assessment box.

The Tenancy Risk screen shows all Active Tenants by default, each with their own row. Each row contains existing Tenancy information, such as the tenant's address, name, tenancy status (Active or Active Arrears), Tenancy Manager and Program.

This screen has dynamic fields, which allow you to change the rating number of the category directly in the field (except the Overall Rating, which is auto-calculated).

The columns used to assess the risk to the tenancy, are:

Column	Definition	Screenshot
Tenancy Support	The status of whether or not the tenancy requires additional support. Select from options on the screen's drop-down list.
Stable, Safe, Healthy, Connected, Empowered, Equipped (or other domain names of your choosing)	The assessment domains that are rated in a traffic light system - 1 (high risk), 2 (medium risk), and 3 (low risk). All fields are dynamic (updatable by the user).
Overall Rating	This field is an auto-calculated, truncated average of the 6 domains assessed. It can not be updated. *Note: This field is truncated, not rounded up, to ensure any risk is more visible
Comments	Any comments relating to the Risk Assessment. Free text field.

The definitions that are used to determine the status of the categories are listed below. You can change the title of the domain as mentioned earlier, and the prompters can be adjusted to suit your organisation:

Domain	Prompters	Green	Orange	Red
STABLE	Are there rent arrears? Are there any indicators the rent is unaffordable (missed payments, re-assessment requested, constant reminders required)? Are there other arrears present - Tenant Liability (Damages), water? Are there property standards issues?	Rent account is stable and managed well, no other concerns. Negligible issues or minor standards/hygiene issues which are being actively addressed.	Occasional missed payments or changes to the value of rent being paid and takes some time to address. Tenant is on a repayment plan or some other low-level arrears management is required. Property not being maintained. Property not reasonably clean. Property damage due to neglect/malicious behaviour.	Constant or significant arrears requiring ongoing management or repayment plans not being managed. Mandatory Conciliation orders have been breached. Repayment plans not being maintained. Limited attempts to manage or becoming unmanageable. Accessibility severely impaired. Accumulation of refuse. Immediate health and safety risk. Extensive damage due to neglect/malicious behaviour

SAFE	Are there behaviours from the tenant impacting the safety of the tenancy or the wider complex? Is there ASB, excessive visitors, visitors engaging in ASB? Are there signs of issues that could impact personal or community safety such as drug use or drug dealing?	No concerns	Occasional ASB or excessive visitors, but generally manageable. Anecdotal evidence of drug use at property or complaints regarding other issues impacting the wider community.	Regular Police attendance, complaints from other tenants (formal or informal), regular visitors. Unaddressed ASB, complaints from other tenants regarding ASB illicit drug use/dealing at the property or other concerns.

HEALTHY	Has the tenant been referred to TS at any point during the tenancy? Does the tenant engage in offers of support when they’re made? Have the issues been addressed or are there ongoing support needs? Are you aware if the tenant is engaged with other supports other than TS? Does the tenant have any health issues you are aware of that could impact their tenancy?	The tenant does not require any tenant support, or Yes - the tenant is fully committed to TS and engaging positively	Attempts have been made to engage but tenant has not yet engaged.	Multiple attempts have been made to engage but tenant declines to engage.

CONNECTED	Does the tenant attend engagement activities? Does the tenant attend inspections with you? Does the tenant respond when issues are raised about their tenancy? Generally, do they appear connected and involved in their tenancy matters?	Yes - tenant regularly engages.	Tenant shows some interest in engagement activities but does not always attend.	Tenant shows no interest in any engagement activities and never attends.

EMPOWERED	Does the tenant engage with the Housing Coordinator in a positive manner? Is the tenant able to engage with the correct services?	Tenant only engages (positively) when there is an issue with the property.	Tenant only engages (negatively) when there is an issue with the property.	Never - tenant shows no desire to collaborate with Housing Coordinator.

EQUIPPED	Is the tenant actively engaged in the support planning?	No Support Planning required for this tenant, or Yes - tenant is actively engaged in support planning	Tenant is yet to fully engage.	Tenant has declined any support planning initiatives.

When a new Tenancy is created, an entry will be populated into the Risk Assessment screen and the default for each category is to show as green (no concerns).

Viewing the Risk Assessment for an individual Tenancy

To open an individual Tenancy screen, double-click anywhere along their row in the Tenancy Risk screen.

You can easily view the current overall rating of the tenancy risk assessment from the Tenancy screen. In the blue buttons at the top of the screen (additional screen functions), the button for Tenancy Risk Rating will show green for no risk, yellow for some risk and red for at risk:

Clicking this button changes the screen to show you the individual ratings for the tenancy. You can update any of the fields by typing in the new value. Previous changes are displayed at the bottom of the screen, in the Tenancy Risk Rating History section.

When you are ready to save all changes, click on any of the blue buttons at the top of the screen. A confirmation box will appear, asking if you would like to save your changes:

After clicking on the 'Yes' button, a row will be added to the Rating History to show all previous entries.

Reporting from the Risk Assessment screen

Different views and reports can be created from the Tenancy Risk screen by setting up Saved Views for different criteria.

To set up or view existing reports relating to Tenancy risk, start on the Home screen, and double click anywhere in the Tenancy Risk Rating Key box.

Sort or filter the columns to the data you would like to see, and hide, unhide or move columns around to format the screen to your preferred layout (see solution on Using Search Screens in Chintaro if you're unsure how to do this).

For instance, if you would like to see a view that shows all Tenants for one Tenancy Manager, right click on the Tenancy Manager's name you would like to filter to, and click 'Equals NAME':

Once filtered to the view you would like to see, click the Save View button, enter a name for the view in the Save As field and click the Save button (you will also need to click the Organisation Wide box if you wish all users in your organisation to have access to the Saved View):

The view will now be able to be selected from the Saved View drop down list, and you can toggle between different views to show different criteria. Other Saved Views you may want to set up, are:

Overall Rating column (Grouped by either all 1's, 2's or 3's)

Program Column (Separated by Programs)

Tenancy Support column

Setting Security for Tenancy Risk Assessment

You can restrict who can view or edit the ratings. You must have system administrator authority, and can set the different levels by going in to System Maintenance > Security > Forms. The fields that you can set are below:

For more information about how to make security changes, have a look at the solution System Maintenance - Controlling access to fields or buttons on screens