Common Housing Register (CHR) - building a register: a practitioner's guide

Date

Activity

Responsibility

Progress

w/b 7th August

ONGOING

Ensure that ICT systems can be adapted to new policy

Partner RSLs

w/b 14th August

14th August

Provide list of all applicants for review of duplication between lists

Partner RSLs

14th August

Agree responsibility for duplicate applicants

Partner RSLs

14th August

Agree to record and analyse duplicates in applications 14th-21st August

Partner RSLs

14th August

Agree to establish a Health and Housing Need sub group and confirm attendees

Consultant and Partner RSLs

14th August

Decision on printing Choice of Area forms

Partner RSLs

14th August

Agree publicity material/communication with applicants and other stakeholders

Partner RSLs

14th August

Agree information sharing arrangements between partner

Partner RSLs

14th August

Agree arrangements for sharing information when allocating

Partner RSLs

Date

Activity

Responsibility

Progress

w/b 14th August

14th August

Agree future meeting dates

Partner RSLs

By 18th August

Print (and distribute if necessary) Choice of Area forms

Partner RSLs

By 18th August

Analyse duplication of applications between partners

Consultant

By 18th August

Set up central database of all applicants

Consultant

By 16th August

Develop procedural training programme for staff and send out agenda

Consultant

By 18th August

Ensure HOME Argyll website is up to date and reflects launch arrangements

ABC

By 18th August

Check key partners happy with site content - CS and Crofters Commission

Consultant

By 18th August

Sign off HOME Argyll site and pay invoice

Consultant

By 18th August

Sign Escrow Agreement

ABC

By 18th August

Explore whether applicants can be offered access to the internet

Partner RSLs

By 18th August

Finalise letter to be sent out with application forms

Consultant and Partner RSLs

Date

Responsibility

Activity

Progress

w/b 14th August

All week

Ensure all staff aware of procedures for re-registration

Partner RSLs

All week

Ensure all staff aware of HOME Argyll website and its contents

Partner RSLs

All week

Ensure all staff aware of focus on housing information and advice

Partner RSLs

w/b 21st August

21st August

Procedural Training - Rothesay

Consultant facilitates
RSLs confirm attendance

21st August

HOME Argyll site goes live

Consultant to check and co-ordinate

21st August

Application Forms to be delivered

Printer

21st-25th August

Re-registration letters issued

Partner RSLs

23rd August

Procedural Training - Oban

Consultant facilitates
RSLs confirm attendance

By 25th August

Draft Procedural Manual for staff

Consultant and Partner RSLs

By 25th August

Develop standard forms

Consultant and Partner RSLs

Date

Responsibility

Activity

Progress

w/b 28th August

29th August

Steering Group meeting

Partner RSLs/Consultant

29th August

First meeting of Health and Housing Need sub group - training and discussion of responses to date

Consultant facilitates
RSLs confirm attendance

31st August

Procedural Training - Ardrishaig

Consultant facilitates
RSLs confirm attendance

All week (ongoing)

Send out acknowledgement slips for applications received - state which landlords interested in

Partner RSLs

All week (ongoing)

Copy forms to other partner RSLs

w/b 4th September

4th September

Procedural Training - Dumbarton

Consultant facilitates
RSLs confirm attendance

All week

Staff trained on using ICT systems with new policies and procedures

Partner RSLs

8th September

Deadline for initial responses to be received

Partner RSLs

8th September

Database of responses to be sent to ACHA

Partner RSLs

Date

Activity

Responsibility

Progress

w/b 11th September

11th September

Analyse non respondents and update database

ACHA

12th September

Issue reminder letters (with option to state form returned to another RSL)

Partner RSLs

12th September

Steering Group meeting

Partner RSLs/ Consultant

All week (ongoing)

Begin processing forms

Partner RSLs

All week (ongoing)

Issue pointing letters as processed

Partner RSLs

By 15th September

Agree arrangements for homelessness information sharing

Homelessness/Partner RSLs/ Consultant

15th September

Final responses required

Partner RSLs

15th September

Database of responses to be sent to ACHA

Partner RSLs

w/b 18th September

18th September

Housing lists close - preallocate as much as possible

Partner RSLs

All week

Input new application forms

Partner RSLs

All week

Ensure information on ALL applicants sent to appropriate RSLs

Partner RSLs

Date

Activity

Responsibility

Progress

w/b 25th September

All week

Ensure information on ALL applicants sent to appropriate RSLs

Partner RSLs

26th September

Steering Group meeting

Partner RSLs/ ODS

By 29th September

Issue letter saying removed from list if not responded

Partner RSLs

w/b 2nd October

All week

Assess who has NOT responded to review (to any RSL)

Partner RSLs

w/b 9th October

9th October

10th October

Steering Group meeting

Partner RSLs/ ODS

Ongoing

October 2006 onwards

Keep up to date with ICT progress

Partner RSLs - lead ACHA

November 2006 onwards

Roll out health and housing need training

Partner RSLs

2007

Stock familiarisation programme

Partner RSLs

2007

Establish links with Move UK

Partner RSLs

2007

Joint mutual exchange procedures

Partner RSLs