Social Housing Compliance Workflow

1. Project Overview and Objectives

Non Violentiam CIC provides social housing for victims of domestic violence. The

organisation manages a portfolio of properties and ensures tenants receive mandatory

support. The current compliance management process is highly manual and relies on a non-

technical Compliance Manager.

The primary system of record is Roomatch Solutions, a property and tenancy management

software. The objective of this project is to implement AI and workflow automation to

drastically reduce the manual administrative burden, ensure zero missed compliance

deadlines, and provide a seamless, intuitive interface for the non-technical manager.

The automation must cover three core tracks:

1 Property Compliance (Statutory Certificates)

2 Tenant Support (Weekly Sessions and Signatures)

3 Monthly Auditing and Reporting

2. Track 1: Automating Property Compliance

Currently, tracking the expiry of Gas Safety (CP12), Electrical (EICR), Fire Safety, and EPC

certificates requires manual dashboard checking and manual contractor instruction [1]. The

goal is to implement an "Operations Agent" that handles this lifecycle end-to-end [2].

2.1 Required Automation Workflows

1. Automated Expiry Monitoring & Alerts: The system must integrate with Roomatch

Solutions (via API or a platform like Zapier/Make) to scan certificate expiry dates daily.

When a certificate is 45 days from expiry, the system must trigger an automated workflow

[2].

2. Autonomous Contractor Scheduling: Instead of the manager calling contractors, an AI

agent should automatically email the preferred contractor (e.g., Gas Safe engineer) with the

property details, tenant contact information, and a request for available dates [2]. If the

primary contractor does not respond within 48 hours, the system should automatically route

the request to a backup vendor [2].

3. Intelligent Document Ingestion (OCR/AI): When a contractor completes the job and

emails the new certificate, an AI document extraction tool (using OCR and NLP) must read

the PDF. It must extract key data points: property address, certificate type, inspection date,

expiry date, and whether the certificate passed or failed [1].

4. System Update & Exception Handling: The extracted data and the PDF file must be

automatically uploaded to the correct property record in Roomatch [1]. If the AI detects a

"Failed" certificate or required remedial works, it must automatically log a maintenance ticket

and send a high-priority SMS/email alert to the Compliance Manager.

3. Track 2: Automating Tenant Support Tracking

The Domestic Abuse Act 2021 mandates support within safe accommodation [3]. Non

Violentiam CIC requires weekly support sessions and bi-weekly welfare checks. The current

bottleneck is manually verifying that sessions occurred and that tenant signatures were

captured.

3.1 Required Automation Workflows

1. Smart Scheduling and Reminders: The system should automatically generate the weekly

schedule for support workers. It should send automated SMS reminders to tenants 24 hours

before their scheduled session to reduce no-shows.

2. Automated Signature Auditing: After sessions are completed, support workers log notes

and upload signatures into Roomatch. An AI script must run daily to cross-reference the

scheduled sessions against the logged records. It must specifically use image

recognition/document analysis to verify that a signature field is present and filled on the

session record.

3. Exception Flagging: If a session is marked complete but lacks a signature, or if a

scheduled session has no corresponding log by Friday at 5:00 PM, the system must

automatically generate an "Exception Alert." This alert should be sent to the Compliance

Manager as a simple, actionable list, rather than requiring them to hunt through the software.

4. Track 3: Automated Auditing and Reporting

To comply with regulations like Awaab's Law and general social housing standards, the

organisation must maintain a continuous state of audit readiness [4].

4.1 Required Automation Workflows

1. Real-Time Compliance Dashboard: Extract data from Roomatch via API to populate a

real-time, external dashboard (e.g., Microsoft Power BI). This dashboard should use traffic-

light coding (Red/Amber/Green) to show the exact compliance status of every property and

tenant support record at a glance.

2. Automated Management Reporting: On the 1st of every month, an AI summarisation

tool (using an LLM) should ingest the raw compliance data for the previous month. It must

automatically generate a plain-English management report highlighting:

• Properties with upcoming certificate renewals.

• Any outstanding maintenance tasks (especially damp/mould or security issues).

• Support session completion rates.

• A summary of flagged exceptions.

This report should be automatically emailed to the Senior Management Team as a PDF.

5. User Experience Constraints

The Compliance Manager is not computer savvy. Therefore, the automation must operate

invisibly in the background ("headless" automation).

• No New Software to Learn: The manager should not have to log into Zapier, Make,

or the AI extraction tool.

• Actionable Alerts: When human intervention is required, the system should send a

simple email or SMS with a direct link to the specific Roomatch record, or allow the

manager to approve actions via email replies (e.g., replying "APPROVE" to authorise

a contractor quote).

• AI Co-Pilot: Consider implementing a simple AI chatbot interface (e.g., within

Microsoft Teams or a web widget) where the manager can type natural language

queries like, "Which properties need a gas check next month?" and receive instant

answers [4].

6. Technical Requirements for the Consultant

The consultant is expected to:

4 Audit the Roomatch Solutions API capabilities to confirm read/write access for

properties, certificates, maintenance tasks, and tenant logs.

5 Select and implement an appropriate iPaaS (Integration Platform as a Service) such as

Zapier or Make to orchestrate the workflows.

6 Select and train an AI document extraction tool (e.g., AWS Form Recognizer, Google

Textract, or a specialised real estate AI tool) to accurately parse UK compliance

certificates.

7 Ensure all data handling complies with UK GDPR, given the highly sensitive nature

of domestic violence case management and tenant data.

Pay: £13.50-£16.00 per hour

Work Location: In person