Zavanti Glossary

Work Task

A VOID is a property status that allows you to track the status of a vacant or  about to be vacant property.  

Noting a property can be vacant or can be about to be vacant because: 

• A property has been onboarded and not had a tenancy; or
• It is in the period between one tenant moving out, or giving notice to move out, and the next tenant moving in.
• The tenant (LinkPeople, Commercial or Pathways) or the Landlord are performing maintenance.

• [LinkPeople Only] For MH contracts – (for finance that’s the IRRS Open Term contract) – this figure will be the rent paid to Landlord PLUS any margin that we get from HUD (usually 35% but it can vary).  E.g. $600 landlord rent, plus $210 margin (35%).  This margin is an unwritten agreement with HUD. It is not defined in the contract; hence it is included in with the landlord rent in the market rent figure.
• [LinkPeople Only] For Capacity Contracts – this will be the same as what we pay the landlord as there is an Operating Supplement on these contracts (see below)
• [LinkPeople Only] For Rapid Rehousing & Housing first – this will be the same as what we pay the landlord as there is a Tenancy & Property Management Overhead rate to add on later (TPMO)
• For Pathways or Commercial properties, Market Rent is the same as Landlord rent.

• This term is only used for Capacity Contracts, and it is the % or $ value written into the contract. [LinkPeople Only]

• [LinkPeople Only] For MH Contracts – this will be the same as Market Rent
• [LinkPeople Only] For Capacity Contracts – this will be the Market Rent PLUS Operating Supplement
• [LinkPeople Only] For RR/HF Contracts – this will be Market Rent PLUS TPMO rate (Currently $218.56 per week).
• For Pathways or Commercial properties, Agreed Rent is the same as Landlord rent.

• [LinkPeople Only] The amount the tenant pays for their rent (also called Tenant Income in Tech 1).

• [LinkPeople Only] The amount HUD pays to cover the rent not covered by tenant. E.g. Landlord rent is $600, tenant pays $50, IRRS is $550.

• This is a service level agreement whereby a particular function or task has a specified time to complete. For example, an urgent work task has an SLA of five calendar days to be resolved and if it is not recorded in the system that the work task was resolved in that time Zavanti will record it as failing. Notifications can be set from these SLA (timers).

• These are where we record notes, activities auto posts and the like. It's a go-to place to see what's been happening for this tenancy or property.

• Each account has one main person you talk to – we call them the primary contact.
• Every account needs a primary contact, but not every person needs an account.
• Only one person can be the primary contact for an account.
• But a person can be the primary contact for multiple accounts.

This is a delegation of authority, usually having a $$ value assigned to it. As example, where a person or team needs to approve a work task over $500, that approver would have a DOA of between $00-$500.

The Wise Group delegations are recorded in the Delegations Policy

Delegations policy Final August 2023.pdf

If you enter a future date, the system will issue a warning message and won’t let you save the record.

If you enter a past date, you will see the message below.

A to-do item, or something where an action is required from the user - a Task can be “completed” or “cancelled” until which time is it “open” and considered something that needs attention.

Example: TM to call tenant re: rubbish (assigns Task to Tenancy Manager)

An email message that is to or from the record or related to it in some way.

Example: Email of a rent statement to the tenant

Like notes but are used by the system to post updates on something happening, usually from automation.

e.g. A Rent Refund has been requested for $60, ref RR-0001443

OCCUPIED: Property is tenanted.

VACANT: Tenantable: The property is ready for a tenancy to be added.

VACANT: Un-Tenantable: The property is not ready for a tenancy to be added. There is a VOID category that needs completing first.

PROVISONAL VOID: Tenant has given or has been given notice to vacate but is still in the 28-day (or other) notice period (Property is occupied). This VOID is automatically applied at the point the notice to vacant date is added to end tenancy.

VOID: Property unable to be tenanted, there is an incomplete VOID on this property. Could be one of the VOID categories here.

VACANT: Property is ready and available to be tenanted.

Using Lease Detail Dates on a Property:

The Current Agreement Start Date is the date when the latest renewal of the agreement came into effect. I.e.:

First time entering a lease detail: The Current & Original will match.

When renewing an agreement: The date of the agreement needs to be recorded as the "Current Agreement Start Date" for the new record.

When updating the lease detail record for another reason: The Current Agreement Start date will be the same on the new child record as on the previous lease detail record.

The Effective Start Date is the date where a lease detail record is varied (a child record is created) for any reason and is the date that the new child record will become active (and supersede the previous lease detail).

First time entering a lease detail: The "Effective Payment Start Date" will match the Original Start Date.

When varying the lease detail record for any reason: The “Effective Payment Start Date” is the date that the variation (new child lease detail) takes effect.

VOID CATEGORIES

WORK TASK TYPES

VOID- Owner Work

WORK TASK PRIORITY

LEASE TYPES AND HOW TO USE