Asset Compliance Management Solution

Description

Anchor Hanover Group is the largest not-for-profit provider of housing and care for older people in England. We manage nearly 55,000 rented and homeownership homes across approximately 1,700 sites plus 120 care homes, serving more than 65,000 residents. Summary of Requirements Keeping residents safe is a priority for us and following a recent regulatory downgrade we are seeking an asset compliance management solution that enables proactive, automated, and auditable management of statutory compliance across our asset portfolio, supporting current "Big 6" compliance areas and future expansion. 1. Compliance Automation & Scheduling • Automatically validate asset/component data against compliance requirements (using a master data source) • Schedule inspections and servicing based on configurable business rules (e.g. gas, electrical cycles) • Automatically trigger next due dates following completion of inspections • Provide operational alerts for upcoming, due, and overdue activities 2. Certificate & Data Intelligence • Automate ingestion and reading of compliance certificates/reports (across all Big 6 areas) • Validate certificate data to confirm accuracy, completeness, and compliance • Analyse certificate outputs to identify required remedial actions 3. Remedial Action Management • Automatically generate remedial actions from inspection/certificate outcomes • Enable actions to: o Create internal tasks for colleagues, or o Generate work orders (via integrated system) for external suppliers (e.g. for quotation/works) • Support end-to-end traceability, including reconciliation of completion certificates back to the original inspection 4. Workflow Automation & Exception Management • End-to-end configurable workflows for inspections, certificates, remedials, approvals, exceptions, and closures • Rules-based automated routing by compliance type, geography, risk, contractor, or team • Exception queues for: o failed validations o unmatched certificates o duplicate records o overdue actions o disputed completions o incomplete submissions • Automated escalations to named roles based on SLA or risk thresholds • Approval workflows for high-risk actions, overrides, waivers, or manual date changes 5. Compliance Status Reporting • Provide real-time compliance status reporting • Track work order status alongside compliance status 6. Mobile & Data Capture • Enable staff to capture and update compliance data on-site (e.g. FRA) • The solution shall prevent duplicate data creation through automated validation, integration, and single-point data entry. 7. Integration & Architecture • Integrate seamlessly with Anchor's enterprise integration layer (Azure) and surrounding systems • Support integration with: o master asset/property/component data source o work order management system o document/data ingestion services o reporting/data platform o identity and access management services • Support reliable, secure, near real-time exchange of data across systems • Minimise manual rekeying and duplicate data entry through automation and event-driven processing where appropriate • Support inbound and outbound APIs and/or message-based integration patterns • Provide robust error handling, in line with reliability requirements defined in Section 12 • Ensure data exchanged between systems is in line with audit and traceability requirements defined in Section 11 8. Availability & Performance • Be available and accessible to Anchor colleagues for the stated availability targets. The availability target offered by the solution should be made clear at the point of pre-market engagement (E.G 99.9%, 99.99% etc). Anchor will seek assurances through our non-functional requirements of the ability to monitor and report upon solution availability over the course of the solution lifecycle. • Support up to 2000 concurrent users with transaction volumes (includes document uploads) volumes of approx. 170,000+ per annum without material degradation in performance. Anchor will seek assurances through our non-functional requirements of the ability to monitor and report upon solution capacity and performance over the course of the solution lifecycle. • Standard user interactions and dashboard load times shall perform within agreed response time thresholds. Anchor will seek assurances through our non-functional requirements of the ability to monitor and report upon system transactions performance over the course of the solution lifecycle. 9. User Experience / Usability • An intuitive and role-based user experience tailored to different user groups • Minimal-click processes for core tasks such as reviewing due work, uploading evidence, updating outcomes, and managing exceptions • Personalised homepages/dashboards for compliance managers, operatives, contractors, and senior leaders • Visibility across all assets, compliance types, properties, and sites providing search, filtering, and drill-down functionality across large volumes of records • Clear visual indicators for risk, overdue status, missing evidence, and non-compliance • Guided workflows and prompts to reduce training effort and user error • Consistent experience across desktop, tablet, and mobile devices 10. Security & Access Control • Support role-based access control and support segregation of duties between internal users, approvers, administrators, and external contractors • Integrate with Anchor's corporate identity and authentication services (e.g. SSO) • Encrypt data in transit and at rest • Maintain full security logging of user access and privileged actions • Restrict access to only the data, sites, and functions relevant to a user's role • Support secure API authentication and authorisation for system integrations • Support environment separation across development, test, and production • Provide capability for retention controls, archival, and secure disposal aligned to policy • Support vulnerability management, patching, and secure configuration • Provide assurance evidence for security and operational controls where required 11. Audit, Assurance & Data Integrity • Maintain a full audit trail of all system activity (user, date, time, changes), all key transactions, changes, system decisions, and manual overrides shall be fully traceable. • Support demonstrable compliance and traceability for audit and regulatory purposes 12. Reliability • Provide resilient processing for integrations, workflows, and document ingestion, including retries and recovery from transient failures. • No compliance-critical transaction shall be lost without detection, system alerting, and recovery capability. 13. Configurability • Business rules, compliance cycles, workflow routes, alert thresholds, and dashboards should be configurable without major redevelopment. 14. Supportability • Provide monitoring, system alerts, diagnostics, and administrative tooling to support operational management. • The solution provider shall provide assurances in the capability to communicate and collaborate across alerting, diagnostics, triage, and service changes appropriately through alignment with Anchors core technology processes. 15. Scalability • Flexible solution capable of: o Supporting future compliance areas beyond the Big 6 o Adapting to changing regulatory requirements Key Outcome The solution should enable proactive compliance management, reduce manual effort, improve data accuracy, and provide confidence in regulatory adherence and performance visibility across the organisation by June 2027.