Magna Housing Group
“The partnership approach we have with Capita benefits us enormously. The project has been a success, it continues to be a success, and it's delivering everything we hoped it could.”
David Block, Group Head of IT
- Workflow & automation - electronic document management
Magna Housing Group is a social housing provider managing 8,500 properties across the counties of Dorset, Somerset and Devon, and providing them with the full range of landlord services alongside a well established care and support arm.
Previously, Magna’s documentation was in paper form. Not only did this waste time and resources, it also hampered the organisation’s dealings with stakeholders, and represented a security risk.
Recognising that moving to an electronic document management (EDM) system could increase their productivity whilst reducing costs, Magna looked for a partner they could trust.
During a transition phase from one works management system to another, Magna Housing Group recognised that moving to an EDM system could increase their productivity while reducing costs.
Subsequently, the social housing provider looked to procure a system that would successfully manage and process the vast amount of paper generated by the organisation. During a competitive tender process and having already outsourced a number of services to Capita, Magna Housing Group selected them to supply their electronic document management system, Swordfish. Capita also ensured that during the implementation project integration to the customer’s financial system and workforce scheduling tool, OPTI-TIME, provided by Xmbrace, was maintained.
With a strong working relationship already in place, Capita suggested that the new EDM be launched as a pilot project
Capita analysed working practices and information flow within the organisation. Armed with this insight, and ensuring minimal disruption, the Capita team was able to install a tailored EDM.
The focus and support provided by dedicated project and account managers resulted in the project delivering a robust and flexible solution that met the immediate needs of the organisation ahead of time and within budget.
This solution has streamlined processes, improved security and given staff instant access to the information they need to do their jobs. When information enters the organisation, data is captured immediately, and once entered into the EDM it is automatically integrated with Magna Housing Group’s housing management information system.
The result of this partnership is a system which has freed up staff time and office space whilst vastly improving response rates, user satisfaction and the use of resources.
As well as providing a stable platform for Magna Housing Group to expand their operations and to continue to deliver outstanding customer service, there are now plans to work towards staff having total mobile access to the EDM.
This partnership is delivering a range of benefits to Magna Housing Group including:
- Fast ROI
Since the partnership began Magna Housing Group has been able to see rapid improvements in efficiencies culminating in speedy ROI.
- A more agile business
Staff can locate accurate information instantly, allowing them to deal with customer queries quickly and efficiently.
- No paper piles
Magna Housing Group now has vastly more office space and significantly fewer resources wasted on printing, time spent looking for files and staff efforts spent working with out of date information when dealing with customer queries.
- 25,000 documents scanned in 9 months
- 2,500 files uploaded to new EDM
- Instant, secure access to corporate information
- Improved workflow throughout the organisation
The service provided to Magna Housing Group was Workflow & automation.