Fire Safety Case Management
To Learn More About Fire Safety Case Management
What is Fire Safety Case Management?
A Fire Safety case is any issue, risk, action or concern relating to the fire safety of a resident’s home or the building it sits in. Under the Regulatory Reform (Fire Safety) Order 2005, the Fire Safety Act 2021, the Fire Safety (England) Regulations 2022 and the Building Safety Act 2022, social landlords carry specific duties: up-to-date Fire Risk Assessments (FRAs), timely remedial works, Personal Emergency Evacuation Plans (PEEPs) for residents who need them, and clear fire safety communication to residents of higher-risk buildings.
The operational challenge: fire safety information sits across asset registers, FRA reports from external assessors, repairs job sheets, compliance spreadsheets and a separate Building Safety Regulator (BSR) return for higher-risk buildings. Without one record, FRA actions slip, PEEPs go stale, and compliance status is only ever known at the end of a long data pull.
Fire Safety — End-to-End Workflow
- Logged — fire safety case raised from a Fire Risk Assessment (FRA) action, a resident report, a compliance inspection or a contractor notification into one Fire Safety case in the Propsys360 Case Management module.
- Triaged — risk rated (critical / high / medium / low), owner assigned, linked to the affected building, block and dwellings in the Asset Management module.
- Actions planned — remedial works raised in the Repairs Management module; Personal Emergency Evacuation Plan (PEEP) updates assigned via Tenancy Management where required.
- Resident engagement — fire safety information issued to residents of higher-risk buildings through the Customer Portal; receipt tracked on the case.
- Works delivered — contractor updates flow back from the Contractor Portal and Repairs Management module to the Fire Safety case automatically.
- Evidence captured — certificates, photos, sign-offs and assessor reports stored on the case record.
- Sign-off — responsible person and compliance reviewer approve; Golden Thread information updated for higher-risk buildings.
- Closed — case closed with learning; next FRA review diarised; dashboards and Building Safety Regulator (BSR) returns refreshed in real time.
Fire Safety Case Management in Propsys360
- One fire safety record per case in the Propsys360 Case Management module, built on Microsoft Dynamics 365, linked to the building, block and dwelling in the Asset Management module — no separate compliance spreadsheets, no reconciling Fire Risk Assessment (FRA) trackers at month-end
- FRA actions flow straight from the assessor’s report onto the Fire Safety case, with Service Level Agreement (SLA) clocks set by risk rating — critical actions never sit waiting
- Personal Emergency Evacuation Plan (PEEP) updates assigned through the Tenancy Management module; resident-facing communications issued via the Customer Portal and tracked against the case — one record, one audit trail
- Remedial works raised in the Repairs Management module and delivered through the Contractor Portal, with every update captured on the one Fire Safety case — no contractor emails lost in inboxes
- Higher-risk buildings under the Building Safety Act 2022 managed with Golden Thread evidence — FRAs, resident engagement records, works history and certificates all tied to the building record
- Building Safety Regulator (BSR) returns and Fire Safety (England) Regulations 2022 compliance reports pulled from live data via the Unified Regulatory Reporting Tool — no manual submission packs
- Automatic escalation before an FRA action, PEEP review or higher-risk building duty breaches — owner, team leader and compliance head all notified on one chain
- Live dashboards by building, risk rating, action status and contractor — compliance, assets, housing and executive all read from the same numbers, in real time
Teams Helped by Fire Safety Case Management
Contact Centre / Customer Service Advisor — logs a resident fire safety concern once; sees the building’s Fire Risk Assessment (FRA) status, last inspection and any open remedial works on the same screen before the call ends.
Housing Officer / Neighbourhood Officer — runs Personal Emergency Evacuation Plan (PEEP) conversations with vulnerable residents; the PEEP sits on the same case as the FRA, repairs and tenancy record, so everything is joined up.
Fire Safety Officer / Compliance Lead — owns every action to closure and manages contractor delivery through the Contractor Portal without leaving the Fire Safety case.
Asset Manager / Surveyor — maintains building data, higher-risk building (HRB) registrations and Golden Thread evidence in the Asset Management module, all linked automatically to open Fire Safety cases.
Compliance / Governance Officer — Building Safety Regulator (BSR) submissions and Fire Safety (England) Regulations 2022 returns pulled from live case data via Propsys360’s Unified Regulatory Reporting Tool — no manual returns, no reconciling.
Director of Assets / Executive / Board — single live view of fire safety compliance across every building, every risk rating and every action — one set of numbers, no quarter-end scramble.
Propsys360 Housing Management System
- Integrated
- Seamless
- Modular
- End-to-End
Propsys360 empowers social housing with streamlined property operations, advanced technology, and focused resident support through a comprehensive housing management system, integrating property management software and tenant management solutions for future-proof housing management.
Service Charges
Automate service charges with cutting-edge property management software for rental properties, improving transparency, boosting tenant trust, and enhancing efficiency.
Unified Regulatory Reporting Tool
Streamline reporting, ensure compliance, enhance governance with real-time reporting and document management software, enhancing governance with Propsys360.
Repairs Management Module
Efficiently handle repairs with rental property management software to protect property value and enhance tenant satisfaction.
Asset Management
Leverage asset management software to centralise data, improve regulatory compliance, and enhance operational efficiency seamlessly.
Case Management
Enhance governance with case management system software to streamline operations and boost tenant satisfaction.
Sales, Lettings, Allocations & Voids Management Module
Manage sales, lettings, allocations, and voids with comprehensive tenant management software, reducing vacancies and enhancing tenant communication.
Contractor Portal
Improve collaboration with contractors using contractor management systems, ensuring real-time updates and performance analytics.
Payment & Arrears
Utilise landlord accounting software and AI-driven payment systems for proactive arrears management, empowering tenants with seamless solutions.
Customer Portal
Transform tenant experiences with customer management software, offering a modern, tenant-focused housing service portal.
Damp & Mould
Manage damp and mould issues efficiently with property maintenance management software, integrating IoT for better control.
Stock Condition Survey
Revolutionise property insights with advanced housing management software for property condition surveys and analytics.
Tenancy Management
Streamline operations with property management software for landlords, ensuring regulatory compliance and improving tenant engagement.
Our Clients
What Our Customers Have To Say
The Neo Technology model allows us to scale our development capacity, accelerating our transformation programmes while future-proofing our business while achieving substantial industry cost savings.
Their integrated agile project teams deliver across a range of business requirements in partnership with our Product Owners, such as System Enhancements, Data Integration & Cloud Migration, enabling Notting Hill Genesis to accelerate our digital transformation goals.
In partnership with Neo Technology, we have enhanced this solution by leveraging the capabilities of Azure Integration Services. This integration enables seamless agent engagement and efficient work status sharing between the Omnichannel system and our SaaS-based work allocation platform.
The successful deployment of this solution has significantly increased transparency and improved the operational efficiency of our contact centre, allowing us to deliver greater value to our customers.
This achievement was made possible through the expertise and dedication of Neo Technology. We extend our sincere thanks to Neo Technology for their invaluable support.
