Qube Professional Services Designed to enhance your use of the Qube property management solution

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1 Qube Professional Services 2015 Designed to enhance your use of the Qube property management solution

Introduction 1 Learning and development 2 - Finance-based learning programmes 3 - Property management-based learning programmes 6 - Reporting and administrative learning programmes 8 - Customised

2 Introduction 1 Learning and development 2 - Finance-based learning programmes 3 - Property management-based learning programmes 6 - Reporting and administrative learning programmes 8 - Customised courses and learning programmes 11 - Open courses 11 - On-site training 11 - Instructor-led training courses using customer data 11 - Informal learning 11 Consultancy services 12 Remote services 14 Project management 14 Customer funded development 14 Pricing structure 16

Introduction The Qube professional services team is dedicated to helping our customers gain the maximum commercial benefit from the Qube property management solution.

3 Introduction The Qube professional services team is dedicated to helping our customers gain the maximum commercial benefit from the Qube property management solution. They are highly experienced and possess invaluable knowledge, gained from working with hundreds of customers across the industry and understand how to get the best from our software in a wide range of circumstances. Flexible delivery and varied services We fully appreciate that different customers have different requirements and we recognise this need for flexibility in the services we offer. Whatever your needs, you will find services to suit them within this brochure. This knowledge has been the starting point for the various services that are detailed in this brochure. Why use Qube Professional Services? Things change, for example: n Your business evolves n Staff leave and new staff join n Qube is continually being enhanced The training was so useful to us as we have never used workflow before. It will help our different departments in so many ways. Shilpa Mistry, Crabtree Property Management An investment in our professional services ensures you continue to grow the benefits you receive from Qube. Qube Professional Services

Learning and development We recommend training in the following circumstances: n For new users or users who have never had Qube training n Where the use of Qube is to be extended n To take advantage

4 Learning and development We recommend training in the following circumstances: n For new users or users who have never had Qube training n Where the use of Qube is to be extended n To take advantage of new features n Where established users need to refresh their skills. Our aim is to provide a range of learning and development services delivered by the most appropriate method to meet your objectives. These range from a variety of short presentations over the web to two-day, instructor-led courses. As Qube is intended to support many of your key business processes, staff who understand how to use Qube and its capabilities will be a huge asset to your organisation. They enable you to use Qube in the most efficient manner and more than likely extend usage to additional areas of your business. This will lead to more effective processing with less manual intervention, fewer mistakes and better data quality and reporting. This can only lead to a higher level of customer service (whoever those customers are, be they tenants, owners, investors or the senior management). Our half-day workshops and one or two-day instructor-led training courses include a range of practical exercises, designed to enable delegates to practice in a safe environment, moving through all other aspects of the learning cycle. Courses and workshops along with our live and streamed webinars all carry an associated continuing professional development (CPD) value, which are highlighted in the following pages. Training is available at our facilities in London and the East Midlands, using the latest version of the software (unless otherwise agreed). It can be also delivered on-site if the appropriate facilities are available. All training courses and workshops are for a maximum of eight delegates (unless otherwise stated). For full-day courses at our facilities, lunch is provided. I found the course very useful and informative, the trainer was excellent and went at the right speed so the contents were understood. Gary Chamberlain, Estates Department - London and Cambridge Properties 2 Qube Professional Services 2015

Finance-based learning programmes The following learning and development opportunities are likely to particularly appeal to individuals in a financial role, although this should not deter others from

5 Finance-based learning programmes The following learning and development opportunities are likely to particularly appeal to individuals in a financial role, although this should not deter others from attending. Two-day course Service charges End-to-end process CPD value: 12 points Designed for delegates who have involvement with service charge accounting. n Ensure compliance with RICS n Automate funding of paying for residual costs n Speed up the loading of budgets n Improve budgetary control n Create service charge funds n Set up apportionment percentages and vary these during the service charge year n Set up VAT for mixed-use properties n Set up tenant and schedule caps n Charge owners/landlords for voids and other residual costs n Use and understand the purpose of standard service charge and fund consolidation reports n Use Excel Wizard to upload budgets n Post accruals and prepayments n Post balancing charges n Advance the service charge year Half-day workshop Service charge year end Save time with Qube CPD Value: three points n Reduce errors from mis-postings n Automate funding of residual costs n Increase efficiency with batch calculation of balancing charges n Achieve a higher standard of tenant reporting n Run the service charge reconciliation report n Make corrective postings n Post balancing charges n Advance the service charge to the following year n Create new charges Qube Professional Services

6 One-day courses Credit control Effective debt management CPD value: six points Designed for staff involved in any aspect of the credit control process. n Implement efficient arrears chasing n Reduce the risk of toxic debt n Demonstrate professional arrears management n Explanation of property funds and headings n Creating and viewing tenant transactions n Debtor reporting options n Notes and diaries n Standard arrears letters n Options for interest on late payments n Debt provision Financials in Property Management Understand the figures CPD value: six points Designed for delegates who take an active role in inputting, updating and retrieving financial information using Qube. n Speed up manual processing n Improve debtor reporting n Comply with RICS regulations by setting appropriate fund checks n Copy existing funds and create new ones n Post periodic and additional tenant charges n Post single and batch tenant receipts, including under and overpayments n Standard reports n Transfer monies to owners and period end reporting n Bank reconciliation General Ledger Balance the books CPD value: six points Designed for delegates who will take an active role in posting, editing and reporting on information within the Qube General Ledger. n Increase the ease of posting n Speed up the bank reconciliation process n Produce reliable period-based management accounts n Maintain company and account information, including the Chart of Accounts n Create journal posting templates n Understand nominal transfers n Bank reconciliation options n Inter-company accounting routines n Generate VAT reports n Perform a company year-end n Standard reports Purchase Ledger Creditor accounting CPD value: six points Designed for delegates who manage supplier accounts and payments. Please note this course can include Invoice Register and Order Processing if required/applicable. n Control expenditure n Make cost-effective payments n Minimise errors n An overview of the Purchase Ledger n Set up and maintain suppliers accounts n Post invoices, credit notes and payments n Standard reports Enjoyed the course - found the instruction and hands on participation very useful. Clear and concise, helpful and good-paced training. Bernadette Oakey, Preim Limited Richard Wicks, Mainstay Residential 4 Qube Professional Services 2015

Live webinars Aged debtor reporting Customisation with Excel Wizard CPD Value: one point Standardised arrears management Effectively pursue late payers CPD Value: one point n Manipulate data using

7 Live webinars Aged debtor reporting Customisation with Excel Wizard CPD Value: one point Standardised arrears management Effectively pursue late payers CPD Value: one point n Manipulate data using Excel functionality n Graphically represent data n Maintain Qube data from information recorded in Excel n Minimise duplication of effort n Demonstrate efficiency to owners and interested third parties n Reduce time spent producing arrears letters n Identify cost-effective methods to contact tenants in arrears n Make effective use of aged debtor formulas n Use aged debtor formulas in conjunction with other Excel Wizard formulas n Use pivot charts to analyse data n Import notes from Excel into Qube n Consider various options available from the arrears letter routine n Identify appropriate options to use at run-time n Demonstrate the automatic charge n Update the database to record letters sent Automating owner and supplier payments Improve your cash flow CPD Value: one point n Reduce bank charges n Improve cash flow by keeping your money in your bank for longer n Reduce the risk of non-receipt On-demand webinar Electronic bank reconciliation Speed up the process CPD Value: one point n Reduce the possibility of human error n Remove the pain from the bank reconciliation process n Set up supplier and owner records n System configuration n Use of export templates n Produce and re-produce remittance advices n Consider the General Ledger settings n Demonstrate the batch import of bank statements n Explain the various options associated with the bank reconciliation routine n How to print reconciled bank statements Qube Professional Services

8 Property management-based learning programmes We offer specific learning programmes aimed primarily at individuals actively involved in property management (e.g. surveyors and property managers). However, these sessions are also often useful for people focused on other functional areas of the business. One-day courses Discovering Qube Property Management Learn the basics CPD value: six points Designed for staff with an active role in inputting, updating and retrieving information and/or individuals new to Qube. A pre-course online tutorial introduces the basic hierarchical structure and navigation concepts. n Understand the purpose of correctly recording key property information n Effectively manage critical lease events n Retrieve core data efficiently n An overview of the relationships between the core areas of Qube n Create records, including owners, properties, units and tenants n Use of diaries to monitor critical lease dates (e.g. lease ends, rent reviews and inspections) n Create notes n Standard reports Maintenance Management Monitor, measure and implement maintenance work CPD value: six points Designed for delegates who will take an active role in the handling of property maintenance issues. n Record tenant maintenance calls with RICS compliance in mind n Minimise posting and accounting errors n Speed up call logging n An overview of Maintenance Management n Routines to handle planned and reactive maintenance n Customise screen templates n Track and manage job processes Using Qube as a property manager Making more of Qube CPD value: six points Designed for delegates who wish to effectively manage their property portfolio utilising the tools in Qube. n Reduce the risk of duplicating data by holding all relevant information in Qube n Effectively manage critical events n Automate correspondence sent to tenants n Improve efficiency n Enquire and maintain portfolio acquisitions and disposals n Record and action property events n Use the automated approval and authorisation process for supplier invoices n Create and upload budgets from Excel n Make use of the Document Manager Half-day workshop Managing diaries What, when, how in Qube CPD value: three points n Maximise revenues and minimise voids by not missing rent reviews n Timely identification of head lease break clauses n Control business processes for associated key lease events n Create and report on diaries n Diary shortcut functionality n Create a workflow for a diary event n Use a diary workflow It took a step-by-step approach showing the effect of the various options on the standard report. It was well presented and at a good pace. Elliot Goldfarb - The William Pears Group 6 Qube Professional Services 2015

Live webinars An introduction to Excel Wizard Getting started CPD value: one point Diary workflow Progress and process key events CPD value: one point n Upload budgets with a single mouse-click n

9 Live webinars An introduction to Excel Wizard Getting started CPD value: one point Diary workflow Progress and process key events CPD value: one point n Upload budgets with a single mouse-click n Reduce time spent on manipulating data n Increase presentation options with the use of Excel functionality n Formalise and control business processes n Identification of who did what and when, leading to targeted training when needed n Timely action of critical tasks n Identification of alternative methods of recording budgets n How to install Excel Wizard n Introduction to the functionality n Produce simple reports n Upload service charge budgets into Qube n Step-by-step guide to creating a simple diary workflow n Use and purpose of more common step types n Track and monitor user tasks I must say training, roadshow and seminar have really inspired me to make Qube work for us much better, so expect to see me at more events in the future. Carol Cherriman, Michael Richards & Co. Qube Professional Services

Reporting and administrative learning programmes Content from these programmes is likely to span multiple functional areas and therefore appeal to individuals within different roles across the

10 Reporting and administrative learning programmes Content from these programmes is likely to span multiple functional areas and therefore appeal to individuals within different roles across the business. One-day courses Report Wizard Refine your reporting CPD value: six points Designed for delegates who wish to take advantage of the nonstandard reporting feature in Qube. n Increase the filter options available with standard reports n Improve the presentation of regularly used outputs n Speed up data maintenance n An overview of how data is held in Qube n Design and format reports n Use of parameters and filters n Use of the results grid n Export data to Excel and Word Workflow Process monitoring CPD value: six points Designed for system administrators and users new to workflow. It guides delegates through a variety of workflow processes by providing a range of practical activities building in complexity over the course of the day. n Promotes the definition of formal business processes n Enforces monitoring of business processes n Avoids delays through absence or non-performance n Overview of the Workflow Engine n Step-by-step guide to creating new workflow processes n Attach documents as a workflow step n Identify and action user tasks n Archive old processes Very good day s training, came away knowing a lot more about Qube and Report Wizard. Very handy. David Mudford, Touchstone Residential 8 Qube Professional Services 2015

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On-demand webinars Creating document templates Making the most of forms CPD value: one point Report Wizard The finer detail CPD value: one point n Amend the layout of standard forms to meet

12 On-demand webinars Creating document templates Making the most of forms CPD value: one point Report Wizard The finer detail CPD value: one point n Amend the layout of standard forms to meet requirements n Display corporate branding/marketing n Speed up the process of producing tenant correspondence n Make effective use of tenant demand suites n Create run-time questions n Define the conditions under which certain details will be displayed e.g. when bank details should be displayed on remittance n Include logos on forms n Set up tenant demand suites n of using Qube forms n Increase the options for using standard reports n Reduce the number of reports through appropriate use of parameters and choices n Ensure staff only have access to the reports they require n Minimise risk of staff amending business-critical reports n Apply custom filters to standard reports n Use parameters n Data maintenance n Security and availability of reports ing tenant correspondence Minimising costs, maximising impact CPD value: one point n Reduce costs to your business n Record the successful delivery of correspondence to tenants n Speed up the process of delivery by avoiding postal delays n Speed up processes by batching s Training course was exactly what was needed and executed in an easy to understand way. Andrew Young, Touchstone Residential n Set up tenant data to enable s to be sent n Create templates n Use tenant correspondence to send invoices and letters n Use WordLink to send s to tenants 10 Qube Professional Services 2015

13 Customised courses and learning programmes Where you have more specific training requirements, we can customise the content for you. The cost is determined on an individual basis, based on preparation time, duration of the course, location and number of delegates. Open courses Open courses run on specific dates at our training facilities. They cover the same content as other instructor-led courses but at a flat rate per delegate, with no minimum charge. They therefore represent a cost-effective option. Delegates from a number of different organisations can attend these courses. CPD value: six points Open courses offered: n Credit control n Discovering Qube Property Management n Report Wizard n Financials in Property Management n Workflow Other courses may be available at selected times throughout the year. Please visit our website or look out for the announcements in Qube Direct. On-site training All instructor-led courses are also available on-site. Suitable resources and facilities must be available at your offices. Please professionalservices@qubeglobal.com or call us on +44 (0) for the full details. Instuctor-led courses using customer data We can deliver instructor-led courses using your data. We charge a fixed fee to cover the loading of the data and a further hourly charge depending on the degree of customisation required. Informal learning Our informal learning sessions offer the opportunity to work with a trainer at your offices on a one-to-one basis. These are in effect hand-holding sessions where you can benefit from the advice and expertise of one of our trainers. The intention is that these days will ultimately lead to a more efficient and broader use of Qube through discussions with you about your role and existing use of the software. Typically, you will be shadowed by the trainer who will offer suggestions on how your use of the software could be improved. While there can be other ways of approaching the day, the emphasis remains on guiding users to be more effective in their roles. Qube Professional Services

Consultancy services The support of a Qube consultant is beneficial in a whole range of circumstances, such as: n Solving specific operational problems n Suggesting how new business requirements can

amendment n Assisting with reconciliation issues n Setting up new features or modules n Technical consultancy n Analysing and advising on process improvements n Writing procedure documents and

14 Consultancy services The support of a Qube consultant is beneficial in a whole range of circumstances, such as: n Solving specific operational problems n Suggesting how new business requirements can be supported n Applying appropriate configuration to Qube n Exploring requirements for customer-specific development n Data manipulation including the import of new portfolios n Banking set-up or amendment n Assisting with reconciliation issues n Setting up new features or modules n Technical consultancy n Analysing and advising on process improvements n Writing procedure documents and user-defined help To discuss our consultancy services in more detail, please us on professionalservices@qube.com or call us on +44 (0) Qube data review As part of this session, we will review your configuration and data using a remote connection. The objective of this is to identify opportunities for improved Qube usage and outline any issues in the areas under consideration. After a period of investigation, we will discuss our findings with you and document them in bullet form. The Qube Data Review will take approximately half a day and consist of: n A check on the installation of the Qube software and its associated data n A review of the configuration settings of each installed module and which features are being used n An assessment of the output of the various verification routines n A review of the system administration functions within Qube The training was extremely professionally presented, clear and easy to understand. The trainers were very patient and explained processes very thoroughly. Yvonne Capper, Fifield Glyn Ltd 12 Qube Professional Services 2015

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Remote services Both training and consultancy can be provided remotely (where applicable, we can use GoTo software to connect to your Qube installation).

16 Remote services Both training and consultancy can be provided remotely (where applicable, we can use GoTo software to connect to your Qube installation). Upgrade assistance can also be provided by a technical consultant. Project management For larger undertakings, linking multiple activities over a prolonged period to drive a desired outcome, project management can be vital. As all projects are different, it is difficult to say exactly what is entailed. However, planning and assessing risk, scheduling resources, monitoring progress and reacting to events are likely to feature. Engaging a Qube project manager will help: n Reduce the chance of failure n Prepare an achievable plan n Ensure a single point of contact is coordinating and monitoring task activity across the project n Encourage consistent communications across all those involved n Report on progress to the sponsor n Set a quality standard and ensure it is met n Apply appropriate tracking and response to risk and issues n Control costs, timescales and resources Customer funded development Occasionally, customers may have requirements which are unique to them and outside of the standard Qube package. These are most often related to reporting but can include interfaces to third-party systems or support for a particular process in their business. In these instances, we can accommodate the required development on a chargeable basis as customer funded development. If you would like to discuss any customer funded development, please contact your account manager or the Customer Relationship Team at our East Midlands office on qubecrt@qubeglobal.com or +44 (0) Qube Professional Services 2015

17 Clear and informative training session with exercises to reinforce learning. Leonie Sturch, Barker Storey Matthews Horizon: Meeting all your requirements 15

18 Pricing structure Service Description Location Price Live webinars Concentrate on one specific area of the software. The sessions typically last an average of 45 minutes, with the chance for attendees to ask questions. Online 60 per attendee (maximum 100 attendees). On-demand webinars Available to be streamed at your convenience, these are recordings of webinars that were previously delivered live to subscribers. Online 40 per stream. Half-day workshops Provide cost-effective training targeted on how to use features in Qube to support particular business processes. Qube London training facilties 115 per delegate (maximum eight delegates). Instructorled training courses Offer a range of practical exercises, designed to enable delegates to practice in a safe environment. Qube training facilities in either London or the East Midlands 850 per day, for up to three delegates. Additional delegates are charged at 100 per delegate, per day (maximum eight delegates). Customised courses and learning programmes On occasions you may have more specific training requirements and we can offer a customised service to address these. Either at Qube training facilities or your premises (subject to suitable resources and facilties) Please ask for details. Prices are dependent upon preparation time, duration of the course, location and number of delegates. Open courses Run on selected dates at our training facilities in London. They cover the same content as other instructor-led courses but at a flat rate per delegate, with no minimum charge. Delegates from a number of different organisations can attend these courses. Qube London training facilties 290 per delegate, per day (maximum eight delegates). On-site training As per instructor-led courses. Your premises (subject to suitable resources and facilties) 1150 per day plus all expenses for up to four delegates. Additional delegates are charged at 100 per person, per day (maximum eight delegates). Instructor-led courses using customer data There is a fixed fee to cover the loading of the data. Depending on the customisation required, a charge for preparation will be agreed. Either at Qube training facilities or your premises (subject to suitable resources and facilties) In addition to the standard daily charge, there is also a 175 fixed fee, plus 175 per hour thereafter. Informal learning Opportunity to work with a trainer on a one-to-one basis. Your premises 775 plus all expenses. Consultancy Flexible assistance to support a range of circumstances. Your premises 1150 plus all expenses. Qube Data Review Review of data and configuration using a remote connection. Remote 475 for approximately half a day. Remote services Some training and consultancy services are suitable to be delivered remotely. Remote 275 first hour with subsequent hours at 175. Project management The process and activity of planning, organising, motivating, and controlling resources and procedures. This can be vital to the success of projects that link multiple activities over a long period of time. Dependent upon the requirements 1350 per day, plus all expenses. Customer funded development For those requirements that are unique to a particular customer and nonstandard to the Qube package. Dependent upon the requirements 950 per day, plus all expenses. Professional Services enquiries should be made through the team at our East Midlands office. T: +44 (0) E: professionalservices@qubeglobal.com All prices are valid from 1st November 2014 and are exclusive of VAT. For our cancellations policy, please see your licence agreement. 16 Qube Professional Services 2015

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20 Get in Touch Westgate House, Westgate, Sleaford, Lincs NG34 7RJ T: +44 (0) E: 9 King Street, London, EC2V 8EA T: +44 (0) E: Partners Ireland Cashelmore Ltd T: +44 (0) E: Professional Services enquiries should be made through the team at our East Midlands office. T: +44 (0) E: professionalservices@qubeglobal.com

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