Page 13 - Project Acanthus_Mainstay

9. Confirm details of the property management and accounting system you intend to use for this mandate and whether you have any plans to change this system in the next 3 years.
10. Confirm details of any other systems you intend to use for this mandate.
In order to ensure that the M & E equipment is operating efficiently and effectively, Mainstay will compile an
updated asset register using industry leading Kycloud asset management software, which will identify each piece of equipment individually. This will allow us to ensure that the equipment is fit for purpose, covered by a suitable maintenance contract, subjected to regulatory inspection, and will enable life cycle cost analysis in conjunction with a planned maintenance programme. This will also guarantee traceability and ensure all plant equipment and utilities are charged to the correct service charge or customer.
We use a number of portals, such as Dwellent or our proprietary Engage software to manage communications with residents and leaseholders. Engage has been produced with Qube, which means it offers a seamless link to our existing software. We use these to engage with the community with newsletters, information, and for booking communal amenities such as lounge areas, roof garden social areas or community/ screening rooms.
Mainstay: Response to Tender | Project Acanthus - Part One
Mainstay will use the property management software Qube to help us fulfil the mandate at the Acanthus Project. This provides tenancy, property management and accounting solutions
and means we can centrally hold and update information on tenancies, service charge accounts, facilities management, contractors, ledger and cashbook information. Qube workflow enables accurate scheduling and allocation of tasks, within critical timelines. Our office based and remote workers can access this information immediately.
Qube also has workflow functionality that enables us to track customer enquiries, repair jobs and other tasks from their creation until completion, recording all correspondence
in one central location. This allows us to provide real time information to our customers at any time. We record all key tenant, leaseholder, property and site information within it too, allowing us to act both diligently and efficiently when maintenance requests are made.
We have worked very closely with the Qube developers to create this proprietary package. This means that we can update functions and functionality as it is needed. Therefore we have no plans to change this system in the next three years.
For accounting we use the following software: » Sage - Payroll and Group Accounts
Sage is an industry-leading software package and we have no plans to replace it in the next three years.
CustomerEngagemEachecnustomAerpwipllpotentiallyhaveaccesstoMainstay’sintranet style web portal. Here they can access their own personal
information, as well as lease and service charge information. We also use this system to deliver useful communications about their development, ensuring that customers have access to all of the information they need to enjoy their homes.
We understand that you are currently investigating potential new technical solutions for communicating with residents. If we were to take on management of the development, we would want to participate in planning the adoption of the new system.
13