DYNAMICS ESTATE - FUNCTIONALITY DESCRIPTION

Transcription

1 DYNAMICS ESTATE - FUNCTIONALITY DESCRIPTION Dynamics Estate is highly technological real estate management software, created to automate a large spectrum of time-consuming business processes and functions in the real estate management organizations who serve a large number of customers and assets.

2 Dynamics Estate covers all 10 vital modules that can help your real estate company achieve service excellence: Red bubbles on modules display the number of unread notifications, informing real estate managers about updates inside the Real Estate Management System in real time.

3 ASSET DATA AND LIFECYCLE: PROPERTY INFORMATION Property information gathers all the information regarding physical objects with which the system operates. Property information data model for Dynamics Estate is diverse: Entities can be connected to each other variously which gives accurate information about the portfolio and enables easy update when there are changes in assets. Flexibility ensures further development to meet the changing needs of customers and e.g. legislation. The whole spectrum of property information entities are used to maintain asset data: Properties, Lots, Buildings, Spaces, Stairways, Rooms and Devices. System supports data management of all kinds of devices e.g. electric and water meter value import from third party systems and IFC Elements (automatically integrated constructional elements of building and e.g furniture related to space or room). Property information entities are shortly described next.

4 ASSET DATA AND LIFECYCLE: PROPERTY General information like official name, business id, VAT id and registration date Location, contact, size and control information Records related to Property Lots, buildings, stairways, spaces, and rooms belonging to property Parties related to property e.g. owners, suppliers, service providers and management staff Contracts and invoices Cases, maintenance plans, equipment, devices and furniture Appointments, events and activities Documents

5 ASSET DATA AND LIFECYCLE: LOT General and location information such as name, system id, official lot id, address information and registration date Size and building permission information, such as square meters, used and unused building permissions, number of permitted parking spaces Control information such as ownership type, owner, lessor, redemption rights, rent contract validity, price and adjustment basis Documents

6 ASSET DATA AND LIFECYCLE: BUILDING General information such as id and building type (apartment building, row house, detached house etc) Location information such as property to which building belongs to and address information Size and structure information such as number of floors, square meters, volume, building material, information about elevators, heating type, air conditioning, cooling and communication systems Records related to building Spaces and stairways belonging to building Parties related to building, e.g. owners, suppliers, service providers and management staff Equipment and devices Contracts, cases and activities Documents

7 ASSET DATA AND LIFECYCLE: STAIRWAY General information like name and id Location information such as property and building to which stairway belongs to and address information Size and structure data such as number of floors, building material and information about elevators Records related to stairway Spaces belonging to stairway Parties related to stairway, e.g. owners, suppliers, service providers and management staff Equipment and devices related to stairway Contracts, cases and activities related to stairway Documents

8 ASSET DATA AND LIFECYCLE: SPACE 1/2, ATTRIBUTES General information about space type (apartment, warehouse, parking space etc) and if space is in common or private use (e.g. Sauna or Laundry room) Location information to which property, building and stairway space belongs to, which rooms it has and address and floor information Size and administrative information to be used when e.g. Rent amount is calculated based on space related information such as square meters, share amount, allocated values or index Financial and control information, such as VAT and redemption information

9 ASSET DATA AND LIFECYCLE: SPACE 2/2, RELATED RECORDS Records related to space Rooms, equipment, devices and furniture related to space Parties, such as owner, tenant, resident, service provider, supplier, management staff All invoices and contracts related to space (rent, liability, billing, reminder, reimbursement, one-time etc) Cases and activities related to space (repair requests, key orders, space renovations etc) Documents related to space (e.g. user manuals for devices or maintenance instructions for the tenant)

10 ASSET DATA AND LIFECYCLE: ROOM General information like name and id Location information, to which property, building, stairway and space room belongs to Size and structure data such as square meters and building material Condition information Records related to room Parties related to room, e.g. service providers Equipment, devices and furniture related to room Contracts, cases and activities related to room Documents

11 CUSTOMER (TENANT) AND SERVICE PROVIDERS / PARTNERS DATA Party information module allows managing data for persons and organizations effectively in one place. All needed basic, contact and invoicing information about tenants, residents, owners, real estate managers, service providers, suppliers and partners will be in one place. Customers, management staff and service providers are connected to asset entities such as spaces and buildings with role based connections. Information about relations can be retrieved from contracts, business processes such as moving in/out or based on data received from other systems. Connections are activated and deactivated automatically based on validity values.

12 CONTRACT MANAGEMENT Contract management module is responsible for all the data related to contracts: Rent Contracts, Liability Contracts, Insurance Contracts, Maintenance Contracts and Space Ownership contracts. Contracts can indicate many parties, for example, one contract can specify two landlords and/or two buyers. Real Estate System is flexible and can adapt to any number of parties and manage all kinds of property contracts. Contract management allows business process automation This module also includes Share Registers (official spaces ownership register) and Space Lists (listings of spaces, like apartments, parking lots, storage rooms, meeting rooms, etc.).

13 DOCUMENT MANAGEMENT RELATED TO REAL ESTATE ASSETS Document Management related to Real Estate Assets will use the document management capabilities of SharePoint. Document center functionality gives ability to generate word or pdf files with entity data, save it to PC, send selected documents via (file will be attached automatically to outgoing ) or save in SharePoint folder of current entity. For managing attachments, PowerAttachment Add-on is used. Multi-File Uploader is to allow CRM users and administrators to upload/download multiple files (word, pdf etc.) to various entities. Using SharePoint Uploader, it will be possible to upload files from the form related to case or other entity. Files will be moved into SharePoint automatically.

14 PICTURES RELATED TO REAL ESTATE ASSETS Management of Pictures related to Real Estate Assets can be realized with SharePoint Multi-File Uploader. SharePoint Multi-File Uploader allows filter the list of pictures, rename pictures, rotate, add additional info (for example date) into picture. Using this functionality, the group of pictures can be created, the price can be set and according to these pictures, Invoice can be created. On portal Entity files Uploader allows to select entity to upload pictures and record. Here it is possible to filter the list of pictures, rename pictures, rotate, set descriptions, create groups, delete etc. Drag and drop feature makes image placement ease. Here pictures can be inserted into pdf to easier printing. Or pictures can be downloaded in zip file.

15 MAINTENANCE (FAULT REPORTS, SERVICE REQUESTS) Maintenance is realized via Cases management and Maintenance Plan. 1. Cases - cases registered by owners or residents via the portal or phone call or by (e.g., when the owner wants to redevelop an apartment and resubmits new building documents). Case management includes fault report from Customer, notifications for property manager, sending s to service companies, mapping incoming s, notification for Customer, resolving of fault report. 2. Maintenance Plan - list of works and their schedule that should be executed according to maintenance contract, contains all the necessary routine maintenance schedules, maintenance routines, logs of work orders and repairs, and other relevant information (e.g., how often the building has to be cleaned or how often minor repairs have to be made). 3. Task view Tool provides an overall insight into assets and enables team leaders and top managers to have control over properties, property managers and tasks. Ability to monitor day to day activities in different views: e.g. per property manager and per area.

16 MOVE IN-OUT-PROCESS Move in-out-process presented by contract management: Space ownership contracts for owners and Rent Contracts for tenants. 1. For owner this process is realized using Space ownership contracts with registration date, moving in date, etc. Ownership transfer information includes Ownership Transfer Rule, Ownership Start Date, Registration Date, Payment Start Date, Right of Possession Date, Moving In Date and Description. Process management module also has 2. Contract Closing the process of transferring a property/building to another real estate company or (in the best scenario ) lending it to your real estate company.

17 ASSET / BUILDING / APARTMENT RENOVATIONS Asset / Building / Apartment Renovations provides Process management module, including Purchase Orders and Service Calendar. Purchase Orders - this module allows fixing and tracing all purchases that are carried out (e.g., equipment purchase for a cooperative or apartment repair preparation). Service Calendar calendar of all service activities including schedule of maintenance works, services and general room reservations, schedule for processing customer requests, and cooperative meetings (board member meetings, voluntary activities, etc.).

18 BILLING AND ACCOUNTS RECEIVABLE Dynamics Estate System supports any complex invoicing based on the contract (like rent, billing or liability) data, consumption or e.g. based on service reservations. Invoicing module allows to define rules for recurring billing, automate monthly invoice generations and enable mass invoice delivery. System currently manages creation of almost sales invoices per month. Invoices can be either delivered directly to payers via , post, sms, einvoice or direct payment, or as invoicing material to another system to be further processed. Accounts receivable is managed mainly automatically based on sales invoice data and payment data received via Dynamics Estate s bank integration. Payment Mapping tool provides user friendly interface for mapping incoming payments missing bank reference code, splitting payments and creating reminder and reimbursement invoices. Up to date balances for payer groups are displayed in balance report. Receiver Notification - notifications from the banks about new subscriptions and changes to einvoice contracts. Invoicer Notification enables sending notifications about changes in einvoice services provided.

19 BOOKKEEPING This module consists of accounting views and related reporting. Bookkeeping module allows working with Loan Contracts, Ledger Accounting Book, Daily Book,Vat report, Profit Statement, Balance sheet, and Account Statements (data received from bank).

20 DATA ANALYZING, REPORTING POWER BI Dashboard can be created for any entity and using any CRM data. For example, visualizations for: Cooperative Report a very detailed report containing information about the selected apartment, including its debts, credits, balances, monthly payments, devices metrics, owner, etc. Share Register Report and Vote Register Report - report of property rights register; allows viewing shares and voices distribution between the apartments. Balance Report - displays the total balance for each personal account and allows viewing bills that have been billed and paid and money returns. Loan Detailed Report - contains detailed information about loan, parties, and all operations. Profit Statement Report and Balance Sheet Report - these financial reports display accumulation and write-offs on personal accounts. Budget Comparison Report - comparison of planned and actual spendings in one report. Maintenance Plan Report - report on routine maintenance schedules, logs of work orders and repairs, etc. Financial Statement and Annual Report - annual financial reports.

21 COMMUNICATION MANAGEMENT Communication management module is a vital part of Real Estate System. It allows easy connecting both persons and organizations with all communication methods (post, , sms) with only few clicks. Communication can be done as a mass and role based, e.g. send to all tenants within certain area or to deliver sms notification about scheduled water shutdown for tenants connected to specific building.

22 EVENT MANAGEMENT Event management involves data management of different kinds of Appointments, like Board Meetings and Voluntary work meetings. Document management and communication modules are used to deliver invitations, meeting minutes and related information to correct persons with different delivery methods.

23 CONTACTS Leoforos Spyrou Kyprianou, 67, Kyriakides Business Center, 4003, Limassol, Cyprus