Page 19 - Project Acanthus_Mainstay

17. Explain your approach to reporting delivery and in particular use of technology, including Client portals, to streamline communications, enable data management & transfer and ensure efficient management of documents.
We have developed a transparent and clear format for client reporting, which we tailor to each client’s requirements. This helps us streamline our approach to reporting, giving clients access to the levels of detail they require, when they need it.
Performance is assessed against several operational and financial factors that we work with the client to decide at the start of the relationship.
Mainstay uses Qube for its client reporting. This dedicated software is housed in our own on-site data centre.
All assets relating to a building are registered on Qube with all the relevant detail, such as date of install, maintenance contract, list of previous call outs to asset etc. This enables the Property/ Estate Manager to budget properly with consequentially little or no surprises to the leaseholders, or client.
Financial accounts, budgets and insurance documents
are also available on a scheme by scheme basis. Qube
also supports our property management activities by holding and updating landlord and tenancy details, facilities management responsibilities, contractor details, and ledger and cashbook information.
All the Qube data is backed up to a remote secure tier two data centre that serves as our data recovery environment. This means that, should disaster occur on site, we can be back up and run using our disaster recovery plan in four hours. Proof of concept is carried out every six months to make sure the backup works and there are enough resources to support any such malfunction.
While there is currently no facility for portal-style access
for clients, the development will have a dedicated property team who will be happy to provide ‘live’ data from the system, when you need it.
As part of our contract, we will work with you to build a reporting regime which dovetails with your specific requirements.
» Please see: Appendix 1i - Example KPIs and Appendix 1ii - Example Finance Report
Mainstay: Response to Tender | Project Acanthus - Part One
FAQs and access to important documents
Maintenance request
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