Case study·Social housing

Stock-condition exception map

From cloned survey records — to a regional exception map for asset review

284
Homes flagged for evidence reviewCloned, stale, or contradicted by repairs history
“It showed where our stock data was pretending to be current.”
Asset Director · UK social housing provider
UK social housing provider·12,400 homes across three regions·7-week pilot·United Kingdom
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01Pilot envelope
Pilot length7 weeks
First signal9 days
First ROI42 days
Team alongside6 seats · 3 colleagues

7-week asset-data pilot; compared surveys, repairs and complaints; cloned/outdated survey risk flagged for asset review.

02What it owns
Reports toAsset Director, dotted line to Head of Surveys on the re-survey queue.
Owns
  • Daily exception map — homes ranked by survey freshness, contradiction risk and complaint signal
  • Re-survey queue — prioritised list of homes that need a real on-site visit, with the reason attached
  • Cloned-record audit — properties whose survey looks copy-pasted from a neighbour or a previous visit
  • Component contradiction list — repairs history that disagrees with the recorded condition grade
  • Regional investment brief — board-ready narrative with every figure linked to source
Does not do
  • Re-grading components — surveyors keep the pen on the survey itself
  • Capital allocation decisions — surfaces the evidence; the Investment Committee decides
  • Complaints case handling — flags the signal back into the asset view, never closes the case
Done looks like

Each region has a live exception map the asset team trusts, and the next investment brief is written from evidence rather than assembled from spreadsheets.

03The team
AI teammates3
MiraJoins Keystone surveys, the housing management system and the repairs platform nightly, scoring each home for survey freshness and contradiction risk.
TomWalks the surveyors through the daily exception list — cloned records, stale visits, repairs that disagree with component grades — and queues homes for re-survey.
LenaDrafts the regional investment brief with every claim linked back to a property, a survey date and a repairs or complaints trail.
Human team6
  • Asset DirectorAsset
  • 4 Stock condition surveyorsAsset
  • 3 Repairs supervisorsRepairs
  • 2 Finance analystsFinance
  • 2 Data analystsData
  • Compliance LeadCompliance
04Connected stack
Keystone Asset ManagementCivica CxOneserveNetcall LibertyExcelPower BI
05What it returned
284Homes flagged for evidence reviewCloned, stale, or contradicted by repairs history
35%Investment-plan prep time reductionRegional briefs built from one source-linked map
3 regionsDHS / HHSRS gaps now visible by regionUp from a single national rollup with no drill-down
  • Day 0
    Co-ordinator sessionAsset Director, surveyors, repairs and data analysts agreed the entities — property, component, survey, repair, complaint — and the first three answerable questions.
  • Day 9
    First exception signalMira's overnight join surfaces the first batch of cloned and contradicted records; Tom walks the surveyors through the list.
  • Week 3
    Re-survey queue liveAsset Director approves the prioritised re-survey list; surveyors begin working from the exception map rather than a fixed schedule.
  • Week 5
    Regional drill-downDHS and HHSRS gaps surface region-by-region for the first time; finance reruns the investment model against the cleaner data.
  • Day 42
    ROI reviewSponsor signs off on the three baseline metrics and approves rollout to the remaining stock outside the pilot regions.
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