FOI Request - Use of Software Systems

Request 101003699282

I am formally requesting detailed information regarding your organisation’s use of software systems for property management, rent collection, tenant management, and maintenance logging.

To ensure clarity and reduce the need for follow-up, I have outlined specific details I require below.

1. Software Systems in Use
Please provide the following details for any software currently used for:
•  Property management (e.g., inspections, compliance, record-keeping).
•  Tenant management (e.g., onboarding, communications, and tenant records).
•  Rent collection (e.g., payment processing, arrears tracking, reporting).
•  Maintenance logging (e.g., systems for tenants to report maintenance issues and staff to log and track maintenance tasks).

For each software used, provide the following:
•  Name of the software.
•  Name of the software provider or supplier.

2. Cost Breakdown
For each software system identified above, provide the total costs incurred annually, including but not limited to:
•  Licensing or subscription fees.
•  Maintenance fees (e.g., technical support, system updates).
•  Any additional costs (e.g., integration fees, customisation fees, or additional modules).

If costs vary (e.g., per property, per user, or tiered pricing), please specify the pricing model used.

3. Implementation and Support Costs
Provide details of any initial or ongoing costs associated with these systems, including:
•  Implementation or setup costs.
•  Costs for training staff to use the software.
•  Consultancy or third-party services related to these systems (if applicable).

4. Scope of Use
Provide the following details about the use of each software system:
•  The number of properties managed using the software.
•  The number of tenants whose records are maintained using the software.
•  The approximate number of maintenance requests logged annually by:
•  Tenants.
•  Staff (e.g., property managers or maintenance teams).

5. Contractual Information
For each software system, provide the following contractual details:
•  The duration of the current contract(s).
•  The renewal date(s) of the contract(s).
•  Any termination conditions or penalties specified in the contract(s).

6. Future Plans
Please provide details of any ongoing or planned procurement or tender processes to replace, upgrade, or expand software solutions for:
•  Property management.
•  Tenant management.
•  Rent collection.
•  Maintenance logging.

Response 07-02-2025

1. 
•  Property management (e.g., inspections, compliance, record-keeping). Council Tenant Housing – NEC Housing; Stores Management and Job Costing System ( Civica, Servitor); Gas & Electrical Certification (Plentific, X-Tag ); Stores Barcoding/ Plant (Civica, Datastox); IDOX Uniform; Pitney Bowes Confirm; SharePoint EDRMS
•  Tenant management (e.g., onboarding, communications, and tenant records). NEC Housing; LAGAN CRM;  SharePoint EDRMS
•  Rent collection (e.g., payment processing, arrears tracking, reporting).  NEC Housing; FMS;  Excel; Access; SharePoint EDRMS; Lagan CRM
•  Maintenance logging (e.g., systems for tenants to report maintenance issues and staff to log and track maintenance tasks).  Lagan; RepairFinder; IDOX; Uniform;  Pitney Bowes; Confirm

•  Name of the software.  NEC Housing; Servitor; Datastox;  X-Tag;  IDOX;  Uniform, Pitney Bowes; Confirm
•  Name of the software provider or supplier.  NEC Software Solutions UK Ltd; Civica UK Ltd;  Plentific Ltd, IDOX, Brightly Software, Microsoft

2. This would be deemed as being commercially sensitive information and is therefore exempt under Section 33(1)(b) of the Freedom of Information (Scotland) Act 2002- Commercial Sensitivity where disclosure would be likely to prejudice substantially the commercial interests of any person.
 

3. as per 2. 

4. 
•  The number of properties managed using the software.  Council Housing = 6968; Uniform (Current and Historic Records) = PO = 1748 records; A&D = 13586 records; Leases = 2019 records; Valuations = 5841 records.; Confirm has 313 buildings recorded for Maintenance purposes; NEC Housing = 18219
•  The number of tenants whose records are maintained using the software.  NEC Housing; Uniform – 682 live leases containing current occupier details
•  The approximate number of maintenance requests logged annually by:  
•  Tenants.  NEC Housing 23096; Not recorded on Uniform. Information that is not held falls under Section 17 of the Freedom of Information (Scotland) Act 2002 - Information not held.
•  Staff (e.g., property managers or maintenance teams). NEC Housing 207; DLO Civica Users 23; Plentific users 78;  Not recorded on Uniform

5. 

•  The duration of the current contract(s).  NEC Housing contract rolls over year on year (it is reviewed annually as part of the Departmental Procurement Action Plan); Civica annual rolling; Plentific monthly rolling
•  The renewal date(s) of the contract(s).  NEC Housing n/a; Civica n/a; Plentific n/a
•  Any termination conditions or penalties specified in the contract(s).  NEC Housing n/a,; Civica n/a; Plentific n/a

6. We have no plans to change any of our current systems