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Pyramid Arrears Management

DURATION

1 day on-site training

Overview

Pyramid provides an armoury of tools for Housing staff to effectively report, analyse and manage an arrears collection process. Plus this course will cover audit trails and mandatory period end reports.

Audience

This course is targeted at users that are new to Pyramid, those that need to expand their knowledge, or just want a refresher on how to do all of the basics.

Delegates will learn how to:

  •  Report on Arrears Cases with standard reports
  • Look at tenant arrears trends
  • Generate their own arrears reports
  • Generate letters in “One Stop Arrears” or the “Arrears Policy” software
  • Calculate Payment Plans and produce instalment schedules
  • Discuss email alert notifications
  • Discuss possible SMS utilities (if installed)

Prerequisites

Ideally delegates should have attended the Introduction to the Pyramid Rent Ledger course, or must have a general understanding of the rent ledger. They should also have a user name and password for their Pyramid system, if training is to be undertaken on their training company. If the training is to be delivered using OmniLedger’s own training environment, each delegate will be issued with a user name and password.

Course Content

TopicDescription
Basic NavigationHow to log onto Pyramid and navigate around the system using short codes, drop down lists and keyboard entry. Other topics covered;
– Menu Layout
– Top Toolbar Functions
– Introducing Drilldown
Tenant DataOverview of Tenant Data, Account Enquiry and Tenant History, as a reminder of topics covered in the Introductory course.
Property DataOverview of Property Data, including patch allocation and scheme/project information, as a reminder of topics covered in the Introductory course.
Rent StatementsHow to generate a tenant statement and what delivery methods are available. This will cover those installed and an outline of alternative options.
Updating Repayment Plans/ArrangementsHow to enter, report and monitor arrears repayment plans. The use of *Email Alerts and *SMS to inform housing officers and managers when any defined milestones are triggered.
*These options are only covered if Pyramid Email Alerts and/or Pyramid Messenger is installed.
Create Data SourceHow to utilise a library of non arrears based letter templates, stored within Pyramid
One StopGenerating arrears letters and recording details in tenant history
– Using Selective Tests to target recipients
– Sorting the resultant data
– How to drill down to tenant information, e.g. account, etc.
– Generating letters from templates (or SMS where installed)
– Recording an event in tenant history
– Using review dates (Email Alerts and Reports)
Arrears PolicyWhere Installed
– Running the Policy Update – What this routine does.
– What options are available to ensure compliance with arrears policy
– Manipulating the policy grid including changing stage numbers and using actions
– Sorting the resultant data
– How to drill down to tenant information, e.g. account, etc.
– Selecting recipients
– Recording the event in tenant history
– Using review dates (Email Alerts and Reports)
– Forcing Policy Stages
– Recording Late Actions
– Outstanding Actions
– Report on Compliance and other reporting tools.
Standard ReportsWhat are standard reports? What can they be used for, how can they filtered & what tests can be applied and what do the various output formats do? Standard reports that will examined include;
– Period Movement Report
– Property Charges
– Arrangement Schedules
– Technical Arrears
– Assignment Arrears
– Rent Control Report
– Void Analysis
– Former Tenant Collection
– Legal Action Report
OmniPrint ReportsWhat is OmniPrint? How to design your own reports and enquiries, with examples for;
a) List of all current charges
b) Property List by Landlord, with Renewal Dates and Rent Payable
c) Arrears Over 4 Weeks, or £400
Other Arrears Management OptionsIntroduction of other options for managing arrears. These would include;
– Email Alerts: A description and illustration of how this can work
– Pyramid Messenger: How SMS can automate many elements of the arrears management process.
– MyTenancy: Providing Tenants with access to their account online (Where installed)
– Pyramid Online: A staff portal available for housing officers when they are out of the office.
– Pyramid Mobile: Capturing data in a form based environment to sign-up tenants, record payment plans and other housing management and arrears functions.
Related ProductsA brief overview of how the following products can be used to enhance and automate data processing.
– Pyramid Mobile
– Pyramid Online
– MyTenancy

Introduction to the Pyramid Rent Ledger

Duration:

Half day on-site

Overview:

The Pyramid Rent Ledger provides a comprehensive data warehouse for Tenant, Property and other related rent accounting information, including the creation of tenants, properties, movements, charging and day to day processing.

Audience:

This course is targeted at users that are new to Pyramid, those that need to expand their knowledge, or just want a refresher on how to do all of the basics.

Delegates will learn how to:

  • Create and Manage Tenant Data
  • Create and Manage Property Data
  • Create and Manage Tenant Contacts & Personal Characteristics
  • Move Tenants in and out of properties and pro-rata charges
  • Record interaction with tenants
  • Look at tenant accounts and produce statements

Prerequisites:

Delegates should have a general understanding of tenants, properties, charges and the general principals of rent accounts and tenant management.

They should also have a user name and password for their Pyramid system, if training is to be undertaken on their training company. If the training is to be delivered using OmniLedger’s own training environment, each delegate will be issued with a user name and password.

Course Content:

TopicDescription
Basic NavigationHow to log onto Pyramid and navigate around the system using short codes, drop down lists and keyboard entry. Other topics covered;
– Menu Layout
– Top Toolbar Functions
– Introducing Drilldown
Tenant Creation & Data ManagementThis section introduces the following:
– The creation of tenants from applicant records, cloning and the impact this has on the data.
– Tenant keys (unique codes/references) and how these can be generated.
– Tenant naming conventions and salutation combinations
– Cloning tenants, why clone and the effects of doing this
– User Defined Tables Accessed by Tenant Details
– Key Messages
– Recording HB Details and a description on how this can be used
– Recording a Postal Address and outlining how decanting works
– Universal Credit Fields and use, e.g. the use of Email Alerts and SMS.
– Recording Notice Information and how this can interact with Email Alerts
– Court Referral information
– Tenant Origin, Tenant Termination and how this data can be used
– Spare Date fields and how these can be utilised
– How to define and use Print Styles for statement production
– Tenancy start dates, review dates and Previous tenancy links
– Security word and how this can be used
– Customer/Sundry Accounts
– Using User Defined fields and tables
– Tenant Assignment creation, management and reporting
– Tenant contact information, including fields, tables and the use of active icons.
– Storing Tenant Documents/Images and Pop-Up Option
– The use of navigation tabs and access related information via drill down/CRM.
– Searching for tenants and use of filters
– Data synchronisation between tenant and client records. If SP installed.
Tenant StatusHow Booking, Current and Former tenants can be identified within Pyramid.
Rent AccountsAccount Enquiry. How to look at a tenant rent account;
– The various filters and tests that can be applied
– Using the extended display
– Transaction sort order
– Filter by record type, e.g. just charges, just HB, etc.
Rent StatementsHow to generate a tenant statement and what delivery methods are available. Includes paper versions, alternative layouts and delivery via MyTenancy 2.
Tenant HistoryRecording interaction with a tenant via various standard and user defined categories. How this data can then be used for reports (OmniPrint), along with standard reporting options. Including Tenant History Reporting, Filtering by;
– Date ranges
– Entry Types
– Including Memos
Property CreationThis element introduces the structure of property keys (Unique Property Reference Numbers – UPRNs) and how these can be generated. Also covers the creation of properties using the copy property option. The following topics will be covered;
– Property Address format
– User Defined Tables Accessed by Property Details
– Key Messages
– Property Record Types Residential, Communal, etc
– Using Cost Centres (Schemes/Projects)
– Charge Frequency options
– Using Landlord and Lease information (See later Section)
– Spare Date fields and how these can be utilised
– LA ONS Code – The use and benefits of recording this data
– Using User Defined fields and tables
– Renaming fields
– User allocated fields and how important these are for tasks and alerts
– Storing Property Documents/Images and Pop-Up Option
– The use of navigation tabs and access related information via drill down
– Copying Properties
Charge TypesDefining a charge table and how this links to nominal codes, cost centres and individual properties. Including an overview of implementing new charges and an overview of letter generation. Please note that the implementation of new charges is covered by a separate course.
Property Charges Defining the unit specific charge table and how the next change and next move options work.
AssignmentsDefining various funding sources, known as assignments within Pyramid, e.g. HB, DWP, to allow the tenant account balance to be split between each funding stream.
Tenant MovementsDefining the unit specific charge table and how the next change and next move options work.
Property History RecordingProperty related events such as servicing, inspections, charge changes and how to define user defined events. This is an overview only and details and processes for service and inspection records are covered in another course. Property History Reporting includes:
– Date ranges
– Entry Types
– Including Memos
Receipts & Imported PaymentsHow to process rent receipts from various sources, including tenant, HB, DWP and various import options.
Posting AdjustmentsHow to process an adjustment, e.g. write-offs, errors, etc, and what import facilities are available.
Period ChargesRunning the rent debit. How this works, the automatic checks and other related processes.
RefundsHow to process a refund.
CancellationsHow to process a cancellation. Security restrictions and cancellation logs.
Create Data SourceHow a library of standard letters can be used to.
Alter Property DataHow to update property date for the following en masse;
– Housing Manager
– Warden
– Caretaker
– Housing Group
– Housing Officer
– Inspector
– Maintenance Manager
Note: Fields can be renamed.
Setting Next Rents– How to run a report to illustrate the impact of next rent calculations; using an +/- value, using percentages and set a fixed amount
– Using the same report to set next rents
– Uploading new rents from a spreadsheet
– Generating Rent Charge Change Letters
Landlord DetailsThis element introduces landlord information and how this can be used to warn users of maintenance responsibilities.
– Landlord Keys (Unique References) and general data
– Additional Tab (Only important if using Landlord Ledger
– History Post and Enquiry options
– The importance of the Maintenance Responsibility screen
Lease DetailsWith the general landlord details complete, lease information can be created
– Start and end dates (Email Alerts can be used)
– Renegotiation Date (Email Alert can be used)
– Rent
– Other data being recorded
– Additional Tab (Only important if using Landlord Ledger
Maintenance Responsibilities– How this is created and linked to individual units.
– Copying a schedule from one unit to another
– Illustrations
Where this schedule is used (Repair Orders & MRs)
OmniPrint ReportsIntroduction to OmniPrints including how to design your own reports and enquiries, with examples for;
a) List of all current & Former Tenants (Sorted by Cost Centre)
b) Tenants Over 5 Weeks in Arrears
c) Days since last payment received
Other OptionsThe following options are available, but not covered by this training session;
– Importing Tenant Data (Administrators Session)
– Importing property Data (Administrators Session)
– Accommodation Offers (Allocations Session)
– Tenant History & Recording Tenant Contact (Arrears Management Session)
– Property History & Recording Tenant Contact (Arrears Management Session)
Related ProductsA brief overview of how the following products can be used to enhance and automate data processing.
– Pyramid Mobile
– Pyramid Online
– MyTenancy
– Pyramid Messenger
Repairs Courses

Cyclical Maintenance

 

TopicDescription
Basic NavigationHow to log onto Pyramid and navigate around the system using short codes, drop down lists and keyboard entry. Other topics covered;
– Menu Layout
– Top Toolbar Functions
– Introducing Drilldown
Tenant DataOverview of Tenant Data, Account Enquiry and Tenant History, as a reminder of topics covered in the Introductory course.
Property DataOverview of Property Data, including patch allocation and scheme/project information, as a reminder of topics covered in the Introductory course.
Rent StatementsHow to generate a tenant statement and what delivery methods are available. This will cover those installed and an outline of alternative options.
Updating Repayment Plans/ArrangementsHow to enter, report and monitor arrears repayment plans. The use of *Email Alerts and *SMS to inform housing officers and managers when any defined milestones are triggered.
*These options are only covered if Pyramid Email Alerts and/or Pyramid Messenger is installed.
Create Data SourceHow to utilise a library of non arrears based letter templates, stored within Pyramid
One StopGenerating arrears letters and recording details in tenant history
– Using Selective Tests to target recipients
– Sorting the resultant data
– How to drill down to tenant information, e.g. account, etc.
– Generating letters from templates (or SMS where installed)
– Recording an event in tenant history
– Using review dates (Email Alerts and Reports)
Arrears PolicyWhere Installed
– Running the Policy Update – What this routine does.
– What options are available to ensure compliance with arrears policy
– Manipulating the policy grid including changing stage numbers and using actions
– Sorting the resultant data
– How to drill down to tenant information, e.g. account, etc.
– Selecting recipients
– Recording the event in tenant history
– Using review dates (Email Alerts and Reports)
– Forcing Policy Stages
– Recording Late Actions
– Outstanding Actions
– Report on Compliance and other reporting tools.
Standard ReportsWhat are standard reports? What can they be used for, how can they filtered & what tests can be applied and what do the various output formats do? Standard reports that will examined include;
– Period Movement Report
– Property Charges
– Arrangement Schedules
– Technical Arrears
– Assignment Arrears
– Rent Control Report
– Void Analysis
– Former Tenant Collection
– Legal Action Report
OmniPrint ReportsWhat is OmniPrint? How to design your own reports and enquiries, with examples for;
a) List of all current charges
b) Property List by Landlord, with Renewal Dates and Rent Payable
c) Arrears Over 4 Weeks, or £400
Other Arrears Management OptionsIntroduction of other options for managing arrears. These would include;
– Email Alerts: A description and illustration of how this can work
– Pyramid Messenger: How SMS can automate many elements of the arrears management process.
– MyTenancy: Providing Tenants with access to their account online (Where installed)
– Pyramid Online: A staff portal available for housing officers when they are out of the office.
– Pyramid Mobile: Capturing data in a form based environment to sign-up tenants, record payment plans and other housing management and arrears functions.
Related ProductsA brief overview of how the following products can be used to enhance and automate data processing.
– Pyramid Mobile
– Pyramid Online
– MyTenancy
TopicDescription
Basic NavigationHow to log onto Pyramid and navigate around the system using short codes, drop down lists and keyboard entry. Other topics covered;
– Menu Layout
– Top Toolbar Functions
– Introducing Drilldown
Tenant DataOverview of Tenant Data, Account Enquiry and Tenant History, as a reminder of topics covered in the Introductory course.
Property DataOverview of Property Data, including patch allocation and scheme/project information, as a reminder of topics covered in the Introductory course.
Rent StatementsHow to generate a tenant statement and what delivery methods are available. This will cover those installed and an outline of alternative options.
Updating Repayment Plans/ArrangementsHow to enter, report and monitor arrears repayment plans. The use of *Email Alerts and *SMS to inform housing officers and managers when any defined milestones are triggered.
*These options are only covered if Pyramid Email Alerts and/or Pyramid Messenger is installed.
Create Data SourceHow to utilise a library of non arrears based letter templates, stored within Pyramid
One StopGenerating arrears letters and recording details in tenant history
– Using Selective Tests to target recipients
– Sorting the resultant data
– How to drill down to tenant information, e.g. account, etc.
– Generating letters from templates (or SMS where installed)
– Recording an event in tenant history
– Using review dates (Email Alerts and Reports)
Arrears PolicyWhere Installed
– Running the Policy Update – What this routine does.
– What options are available to ensure compliance with arrears policy
– Manipulating the policy grid including changing stage numbers and using actions
– Sorting the resultant data
– How to drill down to tenant information, e.g. account, etc.
– Selecting recipients
– Recording the event in tenant history
– Using review dates (Email Alerts and Reports)
– Forcing Policy Stages
– Recording Late Actions
– Outstanding Actions
– Report on Compliance and other reporting tools.
Standard ReportsWhat are standard reports? What can they be used for, how can they filtered & what tests can be applied and what do the various output formats do? Standard reports that will examined include;
– Period Movement Report
– Property Charges
– Arrangement Schedules
– Technical Arrears
– Assignment Arrears
– Rent Control Report
– Void Analysis
– Former Tenant Collection
– Legal Action Report
OmniPrint ReportsWhat is OmniPrint? How to design your own reports and enquiries, with examples for;
a) List of all current charges
b) Property List by Landlord, with Renewal Dates and Rent Payable
c) Arrears Over 4 Weeks, or £400
Other Arrears Management OptionsIntroduction of other options for managing arrears. These would include;
– Email Alerts: A description and illustration of how this can work
– Pyramid Messenger: How SMS can automate many elements of the arrears management process.
– MyTenancy: Providing Tenants with access to their account online (Where installed)
– Pyramid Online: A staff portal available for housing officers when they are out of the office.
– Pyramid Mobile: Capturing data in a form based environment to sign-up tenants, record payment plans and other housing management and arrears functions.
Related ProductsA brief overview of how the following products can be used to enhance and automate data processing.
– Pyramid Mobile
– Pyramid Online
– MyTenancy
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