Reports - How to Find Operational KPIs in Chintaro

Here are some useful reports you can derive from Chintaro if you'd like to report on operational KPIs internally. This article will be expanded on as we receive requests for different measures.

Note: Many of these KPIs rely on the occupancy calculation being run to provide accurate data. For steps on how to do that, see this article:  Running the Occupancy Calculation (to calculate Occupancy/Vacancy of Rooms)

TABLE OF CONTENTS

• Current Arrears as at Today
• Current Vacant Properties and Number of Days They Have Been Vacant
• Tenancy Exits for the Month
• New Tenancies for the Month
• Complaints Report
• Rent Reviews
• Routine Inspections

Current Arrears as at Today

This can be best found via the Arrears Management screen:

Home > Tenancies > Arrears Management > Yes:

Note the highlighted regions: You'll see that you can adjust the as at date on the screen to check for arrears balances as at past dates. This will default to today's date.

The Balance/Rent Balance fields will show you an overall tenancy balance, as well as just the rent account. Only tenants who have a negative balance in at least one transaction group will appear on this screen.

You can filter this screen for just your tenants using the Tenancy Manager column, and export to Excel using the "Export" button (highlighted) at the top.

Current Vacant Properties and Number of Days They Have Been Vacant

The best way to get this is through the Vacant Room Snapshot export:

Home > Reports & Exports > Exports > Property & Maintenance > Vacant Room Snapshot:

This export will show you a list of all rooms which are currently Vacant Tenantable or Vacant Untenantable, as well as a bit of detail about them. Note that this export relies on the occupancy calculation having been run as at the date the report is run for.

If you'd like more detail about your vacant rooms, then you may find the Reporting Analyser more useful for this.

This article will give you a more comprehensive overview of the Reporting Analyser.

Tenancy Exits for the Month

This KPI is best found through the Reporting Analyser:

Home > Reports & Exports > Reporting Analyser > National Regulatory System (NRS) > 6 Management > 6.1.6 Number of tenancy exits:

This filter will give you the tenancy exits in a given month. The highlighted dates will allow you to filter the report for a specific month, and the highlighted number at the top of the screen gives you the total number of exits.

New Tenancies for the Month

This KPI is best found through the Reporting Analyser:

Home > Reports & Exports > Reporting Analyser > Victorian Regulatory System (VRS) > KPM 5 Tenancies maintained > 5.3 New tenancies during the year:

While it says "during the year", it will work for whatever date range you have selected. The highlighted dates will allow you to filter the report for a specific month, and the highlighted number at the top of the screen gives you the total number of new tenancies.

Complaints Report

There are two locations to report on complaints in Chintaro. The first is via the manage complaints screen, and the second is through the Reporting Analyser.

Manage Complaints:

Home > Complaints/Incidents > Manage Complaints/Incidents:

This screen will allow you to deep-dive into your complaints and sort on categories such as initiator, program, and whether or not it's a sensitive complaint. You can use this data to export and develop your own KPIs.

Reporting Analyser:

Home > Reports & Exports > Reporting Analyser > Victorian Regulatory System (VRS) > KPM 6 Prospective tenant/tenant complaints:

These three KPMs (6.1, 6.2, 6.3) will give you a basic overview of the complaints received, as well as the how many were resolved in a timely manner (30 days).

Rent Reviews

While reporting on rent reviews is fairly limited in Chintaro, we can use the Manage Tenancies screen to find information about which tenants had their rent reviewed within a timeframe.

Navigate to the Manage Tenancies screen (Click the Tenancies button at the top, or go to Home > Tenancies > Manage Tenancies):

If you can't see the LastReviewDate column by default, you will need to unhide it. Right click on a column header, and press "Unhide Columns". Finally, select LastReviewDate from the list:

If you'd like data on rent reviews conducted within a certain timeframe, like a month, then you can put a date filter on the LastReviewDate column. Click on the dropdown arrow next to the header, then select Date Filters, and between:

If I wanted to see reviews conducted in September 2023, then I would enter these dates:

Finally, we can export this list of tenancies to Excel. Clicking the Export button will immediately export the data on the search screen to a Microsoft Excel document for use outside of Chintaro:

Inspections Report

If you'd like to find inspections conducted within a timeframe, then navigate to the Manage Inspections screen (Click on the Inspections button at the top, or go to Home > Property Maintenance > Inspections > Manage Inspections).

From here, set a filter to the "Completion Date" column for the date range desired, for example, last month:

Finally, we can export this list of tenancies to Excel. Clicking the Export button will immediately export the data on the search screen to a Microsoft Excel document for use outside of Chintaro: