1. Project Overview and Objectives
Non Violentiam CIC provides social housing for victims of domestic violence. The
organisation manages a portfolio of properties and ensures tenants receive mandatory
support. The current compliance management process is highly manual and relies on a non-
technical Compliance Manager.
The primary system of record is Roomatch Solutions, a property and tenancy management
software. The objective of this project is to implement AI and workflow automation to
drastically reduce the manual administrative burden, ensure zero missed compliance
deadlines, and provide a seamless, intuitive interface for the non-technical manager.
The automation must cover three core tracks:
1 Property Compliance (Statutory Certificates)
2 Tenant Support (Weekly Sessions and Signatures)
3 Monthly Auditing and Reporting
2. Track 1: Automating Property Compliance
Currently, tracking the expiry of Gas Safety (CP12), Electrical (EICR), Fire Safety, and EPC
certificates requires manual dashboard checking and manual contractor instruction [1]. The
goal is to implement an "Operations Agent" that handles this lifecycle end-to-end [2].
2.1 Required Automation Workflows
1. Automated Expiry Monitoring & Alerts: The system must integrate with Roomatch
Solutions (via API or a platform like Zapier/Make) to scan certificate expiry dates daily.
When a certificate is 45 days from expiry, the system must trigger an automated workflow
[2].
2. Autonomous Contractor Scheduling: Instead of the manager calling contractors, an AI
agent should automatically email the preferred contractor (e.g., Gas Safe engineer) with the
property details, tenant contact information, and a request for available dates [2]. If the
primary contractor does not respond within 48 hours, the system should automatically route
the request to a backup vendor [2].
3. Intelligent Document Ingestion (OCR/AI): When a contractor completes the job and
emails the new certificate, an AI document extraction tool (using OCR and NLP) must read
the PDF. It must extract key data points: property address, certificate type, inspection date,
expiry date, and whether the certificate passed or failed [1].
4. System Update & Exception Handling: The extracted data and the PDF file must be
automatically uploaded to the correct property record in Roomatch [1]. If the AI detects a
"Failed" certificate or required remedial works, it must automatically log a maintenance ticket
and send a high-priority SMS/email alert to the Compliance Manager.
3. Track 2: Automating Tenant Support Tracking
The Domestic Abuse Act 2021 mandates support within safe accommodation [3]. Non
Violentiam CIC requires weekly support sessions and bi-weekly welfare checks. The current
bottleneck is manually verifying that sessions occurred and that tenant signatures were
captured.
3.1 Required Automation Workflows
1. Smart Scheduling and Reminders: The system should automatically generate the weekly
schedule for support workers. It should send automated SMS reminders to tenants 24 hours
before their scheduled session to reduce no-shows.
2. Automated Signature Auditing: After sessions are completed, support workers log notes
and upload signatures into Roomatch. An AI script must run daily to cross-reference the
scheduled sessions against the logged records. It must specifically use image
recognition/document analysis to verify that a signature field is present and filled on the
session record.
3. Exception Flagging: If a session is marked complete but lacks a signature, or if a
scheduled session has no corresponding log by Friday at 5:00 PM, the system must
automatically generate an "Exception Alert." This alert should be sent to the Compliance
Manager as a simple, actionable list, rather than requiring them to hunt through the software.
4. Track 3: Automated Auditing and Reporting
To comply with regulations like Awaab's Law and general social housing standards, the
organisation must maintain a continuous state of audit readiness [4].
4.1 Required Automation Workflows
1. Real-Time Compliance Dashboard: Extract data from Roomatch via API to populate a
real-time, external dashboard (e.g., Microsoft Power BI). This dashboard should use traffic-
light coding (Red/Amber/Green) to show the exact compliance status of every property and
tenant support record at a glance.
2. Automated Management Reporting: On the 1st of every month, an AI summarisation
tool (using an LLM) should ingest the raw compliance data for the previous month. It must
automatically generate a plain-English management report highlighting:
- Properties with upcoming certificate renewals.
- Any outstanding maintenance tasks (especially damp/mould or security issues).
- Support session completion rates.
- A summary of flagged exceptions.
This report should be automatically emailed to the Senior Management Team as a PDF.
5. User Experience Constraints
The Compliance Manager is not computer savvy. Therefore, the automation must operate
invisibly in the background ("headless" automation).
- No New Software to Learn: The manager should not have to log into Zapier, Make,
or the AI extraction tool.
- Actionable Alerts: When human intervention is required, the system should send a
simple email or SMS with a direct link to the specific Roomatch record, or allow the
manager to approve actions via email replies (e.g., replying "APPROVE" to authorise
a contractor quote).
- AI Co-Pilot: Consider implementing a simple AI chatbot interface (e.g., within
Microsoft Teams or a web widget) where the manager can type natural language
queries like, "Which properties need a gas check next month?" and receive instant
answers [4].
6. Technical Requirements for the Consultant
The consultant is expected to:
4 Audit the Roomatch Solutions API capabilities to confirm read/write access for
properties, certificates, maintenance tasks, and tenant logs.
5 Select and implement an appropriate iPaaS (Integration Platform as a Service) such as
Zapier or Make to orchestrate the workflows.
6 Select and train an AI document extraction tool (e.g., AWS Form Recognizer, Google
Textract, or a specialised real estate AI tool) to accurately parse UK compliance
certificates.
7 Ensure all data handling complies with UK GDPR, given the highly sensitive nature
of domestic violence case management and tenant data.
Pay: £13.50-£16.00 per hour
Work Location: In person
