PRS agreement management overview
A PRS agreement is one between the housing organisation and the private landlord from whom a property has been made available for letting, and as these could transcend multiple dwellings, the end user is permitted to add any number of privately owned assets onto the same agreement. Generated either from a Contact, a Contact Group or an Asset, the New Agreement process utilises very similar screens within the overall workflow path, irrespective of chosen launch point. In each case, the nominated contact for a PRS agreement will be the private landlord; hence they must first be created as a specific contact record within Civica Cx Housing, and then linked to their own 'private landlord' contact group. By way of example, when initiated via a 'PRS' contact group, the end user must first choose the appropriate agreement type for the arrangement (e.g. Flat Rate Monthly Charge, Lower Band Percentage Fee, Upper Band Percentage Fee, etc.) and the responsible contact, before capturing the matching charge account, commencement details and operating calendar. Whether the PRS agreement applies to a single asset, or several properties owned by the same private landlord, the Search Asset Address form - the next sequential step in the workflow process - presents all database records that have been mapped to a 'PRS' Ownership Category in a hierarchical structure. Expansion of the nested headings then facilitates the selection of all assets pertinent to the agreement; revisions to the proposed selections can easily be applied using the inter-related action buttons Remove and Remove All. At this point there is an opportunity to include agreement-specific elemental charge components to capture the management fees that are applicable. All such entries are mapped to a Start Date and Calendar in order to steer the frequency at which such charges are levied.
Once an agreement episode is activated for a property that is available under the terms of a PRS management service, there are three actions available to control its onward progression: Change Date, End Agreement and Cancel Agreement.
Toolkit |
Description |
Change Date |
Allows the end user to revise the commencement of the PRS agreement, with the flexibility of being able to assign a new date before, or after the original value. Once applied, the revised start date will also be reflected within the associated episode. Similarly, once an official end date has been assigned to the agreement, this action can be employed to update that value in the same way. |
End Agreement |
Using this action button, a proposed end date can be linked to the PRS agreement but then subsequently revised should circumstances change. Once the outcome is finalised, the action can be repeated, but this time entering an official end date. Where the current agreement is to be maintained, these dates can easily be cleared by initiating the action afresh, with the associated episode remaining active. |
Cancel Agreement |
Where a PRS agreement has been entered in error, or significant aspects need to be reworked, this action button will automatically manage its controlled removal. |
Separate help articles have been created for each key aspect of PRS agreement management, including: