Awaab's law: proactive management through your data

Executive summary

Despite the energy invested in surveys, the reality is that damp and mould inspection is often reactive, happening after the event, and providing only a snapshot in time. They will not rectify the issues, identify potential claims nor prevent them from happening in the future.

Our residents remain at risk and the cost to the sector, both financially and reputationally, from failing to address damp and disrepair is extraordinarily high. Never has this been more poignant as it is now with the introduction of Awaab’s Law.  

The general view however is that the majority of the disrepair cases are predictable and preventable. The truth is out there, it is just not recognised; and when it gets to a point where a claim is inevitable, the systems, processes and culture fail to cope.

Managing damp and disrepair through the rear view mirror is no longer acceptable. It is in this context 3C has been developing an intelligence led approach. We have created a four stage process for:

• Identifying potential disrepair claims
• Predicting properties and tenants who are at risk
• Auditing and modifying governance, processes and procedures to prevent re-occurrence

As part of our holistic approach we also undertake data file cleansing and consolidate evidence to defend against claims that may already exist.

Stage 1   Intelligence - understand what you know

“There must be a single voice from a resident so that wherever and however it comes into the organisation that voice is heard.”  Regulator for Social housing

Using 3C Data Logic, a sophisticated data analysis software tool, we search data from a cross-section of standalone asset, housing management and complaint data sources. 3C Data Logic’s ability to search both structured and unstructured data allows it to rapidly collate information relating to a data subject within minutes and provides assurance that you have pulled together comprehensive and relevant information. Importantly 3C Data Logic has the ability to search unstructured data, such as emails and other communication channels, which are frequently the source of intelligence for damp and disrepair issues.

Stage 2   Treating data as an asset

With the data consolidated, we take the opportunity for data cleansing, comparing for example data held within an asset management system with that on the housing management system. In previous exercises we have found this to be invaluable in identifying inconsistencies, anomalies and omissions. This then provides us with a sound base for analysis.

Stage 3   Prediction

Utilising 3C Data Logic we then analyse the data to:

• Search across structured and unstructured systems for a suite of keywords (e.g. damp, mould, wet, condensation, disrepair, health, etc.) that are associated with damp and disrepair.
  
  
• Use the search to identify properties that may be at risk from damp or disrepair. This will be a combination of already recognised properties and those that have not yet come to the attention of the organisation.
  
  
• Consolidate data on all “at risk” properties.
  
  
• Analyse the data to identify whether there are patterns. These may for example be in the type of property, type of construction or location.
  
  
• On the basis of any discernible patterns, develop algorithms to identify “at risk” properties where preventative action is required.
  
  
• Consolidate information on all active disrepair claims. Defending disrepair claims is a time consuming and expensive process, but 3C Data Logic allows much of it to be automated with a search across systems to quickly consolidate all previous communication and actions. This process also automates data discovery associated with Subject Access Requests (SARs), Freedom of Information requests (FOIs), and Social Tenant Access to Information Requirements (STAIRs), normally saving many days of administrative work.

Stage 4   Prevention

“The regulator is going to move from a reactive to a proactive approach and will require providers to evidence they have procedures and systems in place to resolve damp problems.”  Inside Housing

The fourth strand of our approach is to review governance, processes and procedures with the aim of ensuring that the protocols are in place to ensure robust governance, clearly identifying who is responsible for what.

The Social Housing Regulation Bill is going to increase the risk. The “serious detriment” test will no longer be applied, so the bar is lower, and the penalty cap of £5,000 is removed. Moving to net zero will mean less well-ventilated homes with the increased possibility of damp and mould - which are already defined as a “prescribed hazard.” Couple this with an increasingly proactive regulatory regime and a cohort of ‘no win no fee’ ambulance chasers, and the pressure on landlords is going to significantly increase.

Even if Landlords ultimately win their case, the disruption caused, opportunity cost and the time required to produce the supporting evidence is significant.

Prevention is infinitely better than cure

To learn more or book a discovery session, visit the contact page on our website or email info@3cconsultants.co.uk