Castle’s Housing QlikView solution enables users to interrogate the many disparate systems used in a Housing Association as though they were one. With it’s patented in-memory technology and intuitive dashboard, the results are instantaneous.

Castle’s Housing QlikView solution brings together islands of information, delivering one version of the truth, to enable better informed decision making.

The QlikView solution is completely scaleable. Castle has implemented the QlikView Housing solution into Housing Associations with less than 1,000 properties; all the way up to Housing Associations with more than 50,000 properties.

Download the Castle Housing QlikView Brochure.

The organisation’s main purpose is to provide and manage high quality, affordable homes in the regions for those that need them. The association manages and maintains around 3,600 homes and 290 leasehold properties, as well as large numbers of garages within its estate

When the new organisation was established, the ICT strategy identified the need for its own financial management system, separate from Monmouthshire County Council’s, that would be fully operational from the day of transfer.

After an extensive tender process, Castle was appointed by MHA to implement Castle’s integrated Infor SunSystems version 5 Housing solution.

Steve Higginson, Director of Resources at Monmouthshire Housing Association said:

“This was a challenging project in that we had to have the system fully operational from day onein a brand new organisation and there would be no room for slippage against that deadline.

“Castle demonstrated an extensive track record of over 60 implementations in the housing sector as well as, specific experience of successfully implementing financial management solutions for new housing associations. Their fast-track approach to project management phased implementation and testing ensured that the project ran smoothly and was delivered on time.

“Castle’s SunSystems Housing solution delivers a flexible, user friendly system that meets all of our financial management and reporting needs. The complete solution provided by Castle incorporates Financials, Bacs, Commitment Accounting, Component Accounting, Budgeting, eProcurement, Credit Control and dynamic links with Monmouthshires Housing system. Our decision making is better informed by immediate access to all our financial and accounting information. It offers impressive functionality and the ePurchasing module will allow for speedy and efficient processing of invoices with excellent visibility and controls.”

The picture shows how a house now needs to be individually accounted for by its component parts. Those listed are just the ones on the outside, when you add the details of kitchens, bathrooms, boilers etc. which are linked to a property you can see how asset registers are expanding by a factor of 10 or more.

SORP 2008 demands that every asset is broken down into its component parts, with each component potentially having different economically useful lifespans.

The problem is particularly acute for Housing Associations as they move from accounting by scheme to accounting by individual component within each unit of each scheme. This creates a need for an AssetRegister of unprecedented complexity

Adding a further dimension to the management of components is the amount of information now required to be processed each month with regard to the purchase of replacements. With individual components depreciating seperately, a spreadsheet based approach is no longer viable for most Housing Associations.

It is the sheer number of asset records that creates the biggest challenge, along with the number of working hours required to maintain the information, especially for associations involved in mergers and amalgamations. As a result, Auditors are no longer accepting spreadsheets that contain this information as providing the required level of control over the numbers of assets most Housing Associations need to record.

The good news is that Castle can integrate Asset4000 from Real Asset Management with Infor FMS SunSystems to deliver a highly structured environment, incorporating a full audit trail with reports that demonstrate how the numbers are reached. It immediately picks up on errors, and the process is extremely easy to manage, leading to reduced overall costs.

Adding a further dimension to the management of components is the amount of information now required to be processed each month with regard to the purchase of replacements. With individual components depreciating seperately, a spreadsheet based approach is no longer viable for most Housing Associations.

It is the sheer number of asset records that creates the biggest challenge, along with the number of working hours required to maintain the information, especially for associations involved in mergers and amalgamations. As a result, Auditors are no longer accepting spreadsheets that contain this information as providing the required level of control over the numbers of assets most Housing Associations need to record.

The good news is that Castle can integrate Asset4000 from Real Asset Management with Infor FMS SunSystems to deliver a highly structured environment, incorporating a full audit trail with reports that demonstrate how the numbers are reached. It immediately picks up on errors, and the process is extremely easy to manage, leading to reduced overall costs.

The dynamic reports are tailored to managers’ requirements, enabling unprecedented interrogation of data.

Our pre-built integrated Housing  QlikView documents are available for rapid deployment. Castle’s implementations of QlikView are proven across the Housing sector, implemented by a team with Housing knowledge & expertise.

Castle is currently the only organisation that can provide a Housing specific demonstration of QlikView.

Castle’s new housing software template has been developed from the company’s experience of working with over sixty housing associations in the UK. The new approach provides a core template for small to medium size associations that offers high return on investment, without compromise on functionality. It integrates fully with existing housing management systems and incorporates a high level of flexibility.

Alan Quinn, Managing Director, Castle Computer Services, said:
“Our experience in the housing sector is second to none and we have used that knowledge to develop a product profile for SunSystems finance applications that incorporates all of the key features required by housing associations. This approach results in much greater efficiencies in the implementation of a software profile that is specified to best meet the customer’s needs.  There is also no need for customers to invest in developing a detailed specification as we can provide this for them to adapt, rather than starting from scratch.”

“While we believe that this approach will offer genuine, measurable best value to the majority of housing associations, we recognise that large housing groups have more specific needs and we will continue to offer them a bespoke service.”

Established in 2006 to take over ownership and management of Sefton Metropolitan Borough Council’s homes, OVH currently manages almost 11,700 properties across the borough of Sefton, which stretches along the Merseyside coast from Southport to Bootle. OVH is a notfor-profit charitable organisation and provides affordable, good quality housing for people in housing need.

When OVH was formed they had just a few months to establish a fully functional accounting system to allow them to meet the deadline of their first year end. After a successful tender process they chose Castle to implement its SunSystems Housing Finance solution. Since that time, OVH has worked closely with Castle, further developing the system in order to continue to meet its needs as the organisation grows

Steve Devine, Financial Reporting Officer at One Vision Housing explains how they have continued to enhance the system

“When the association was set up in 2006 we had only five months until our first year end. This meant that we had to start from scratch and ensure that everything was up and running in time.  It was a phenomenal challenge in such a short space of time but hard work from both the Castle and One Vision Housing teams ensured we were successful.

A lot of extra hours were put in setting up new chart of accounts, processes for payment of invoices, payment run schedules for suppliers, financial reports for the board and statutory accounts for the year end. Ultimately, we met all of our deadlines and were up and running with a highly effective accounting system that met our key needs.

“Since the transfer, One Vision Housing has grown significantly as an organisation and has continued to work closely with Castle to enhance the SunSystems solution in line with expanding needs.  We have implemented the Albany Albacs system, improving the efficiency of payments and transactions. We have also added the eProcurement module, further improving the efficiency of the system.

“We’ve had three very successful financial closedown of accounts and are now fully operational with commitment accounting and report monthly management accounts to our board.

“Our philosophy is one of continuous improvement and the team constantly challenge the systems and processes. This has resulted in OVH becoming one of the leading innovators in the development of SunSystems and we work closely with Castle to develop and enhance solutions that effectively meet our needs.”

Castle Computer Services was appointed to ensure that the new housing association would have a fully functional financial management system in place by the first day of operations. Timescales were extremely tight, with only 12 weeks to implement a core system that would enable recording and management of key financial information by the stock transfer date.

Tai Ceredigion saw Castle as the leading expert on Infor SunSystems financial management solutions in the UK housing sector and felt their expertise and specialist knowledge of the sector was instrumental in getting the project delivered by the deadline date.

The new solution was successfully installed within the timescales agreed and integrates with Tai Ceredigion’s housing management system.

Paper processing is kept to a minimum with the inclusion of document scanning for purchase invoices and staff time is saved by a logical coding structure that allocates income and expenditure and allows for powerful reporting.

Katrina Michael, Deputy Chief Executive, Tai Ceredigion said:

“Castle’s reputation as a leading specialist in financial management solutions for the housing sector gave us the confidence that they could meet the challenge that the very short lead times represented.”

“The SunSystems solution that was implemented meets our needs as an organisation and will continue to do so as the organisation grows in the future. It is a powerful, user-friendly tool that provides detailed reporting in support of day-to-day operations and informs our decision making processes.”

George Strathie, Software & Services Director, Castle Computer Services stated:

“Having worked with many Large Scale Voluntary Transfers (LSVTs), we have adapted our implementation approach over the years to accommodate the tight timescales and uncertain resources that characterise the Transfer process; without losing focus on delivering world-class tailored systems.”

The Association is now responsible for the letting and maintenance of these properties, along with a programme of new build aimed at providing quality, affordable rented accommodation across approximately 7000 square kilometres of urban, rural and island communities. The Association is independently run by a Board of Management, supported by four Area Committees and is regulated by Communities Scotland.

As with any new organisation, it was essential for them to set-up efficient and effective systems to support their day-today business. ACHA required their own financial management system, which could be implemented in a short timescale and would meet all of their needs in terms of reporting to Communities Scotland and achieving efficiency through integration with their housing management system.

ACHA chose Castle Computer Services to implement Infor FMS SunSystems 5 including Vision Reporting, Vision Alert, along with Albacs from Albany Software and ePurchasing modules. They were impressed with the functionality and flexibility of the software and reassured by Castle’s unrivalled experience and track record in the housing sector.

Castle’s unique PQIS project management process ensured that the system was implemented within the very tight timescales for completion.

Vivienne Kerr, IT Manager, Argyll Community Housing Association said:

“Infor FMS SunSystems offers a really effective solution that does not compromise ease of use to achieve impressive functionality and flexibility. We now have a complete solution for all of our financial management needs. Castle lived up to our expectations as a company that understood our needs and was prepared to work with us as a team to deliver the project within a challenging timescale.

Alan Quinn, Managing Director, Castle Computer Services added:

“Argyll Community Housing Association now has one of the most effective financial management systems available in the market that will meet all their regulatory needs, and deliver excellent management controls for their organisation. As a new Association, it is imperative that they spend their money wisely to achieve their goals and I believe the system we have providedwill deliver an exceptionally high level of return for their investment.”

Three Rivers is a member of the Spirit Partnership, which consists of seven housing organisations in the North East and was formed to create improved efficiencies for the benefit of the region and its people.

The organisation recognised that it could make significant improvements in the management of its procurement system byupgrading the existing paper based invoice and purchase order process to an electronic ‘paper free’ system.

Castle Computer Services was asked to implement its ePurchasing solution from Document Centric Solutions. The solution provides full end to end procurement incorporating effective expenditure controls and a consistent procurement process, as well as a user friendly requisition methodology for staff. It provides the facility for budget holders and other staff to search and buy goods and services from approved suppliers on the corporate intranet system in a controlled environment. The module integrated smoothly with Three Rivers’ existing SunSystems financial management system.

Janette Longstaff at Three Rivers Housing Association said:

“The eProcurement system does exactly what its says on the tin. We use it for all purchase orders and invoice procurementand its really improved the whole process. The system offers much greater visibility and can be accessed remotely, giving real flexibility. There is no longer any delay in processing received invoices and whilst accounts are managed centrally, transactions can be dealt with locally.

“The system has now been successfully rolled out to all five of the other housing associations that form the Spirit Partnership and is delivering consistent controls for everyone.

“Castle’s management of the implementation and integration of the project was excellent and if any issues do arise we have an immediate point of contact that will ensure a speedy resolution”

Alan Quinn, Managing Director at Castle Computer Services, said:

“This is a great example of an electronic system that delivers consistent and tangible benefits for the organisation every day – from ease of use to high visibility and improved expenditure controls.”

The Healthcheck (from £895+vat) involves a Castle Lead Consultant reviewing the effectiveness of your reports, your Chart of Accounts and looking at your ledgers.

We check your modules, versions, permissions, data audit set-up and check that interfaces with external data sources are working as they should.

We review your Sales to Receipt and Purchase to payment processes, bank reconcilliations, year-end processing, VAT and ensure your budgets are correctly set-up.

To find out more about this service, please email marketing@castle-cs.com.