Integrated Property Management Solution

Integrated Property Management Solution

30 minutes to discuss: Value proposition why Vision and SPM Best of Breed there is an alternative The concept incorporating good practice The process working with Vision and SPM The Case Study more than just a concept

Value Proposition Why Vision and SPM? Our clients have similar challenges: 1. Limited visibility and transparency of assets across the organisation 2. Reactive rather than proactive approach to asset replacement 3. Asset registers managed by Finance providing limited value 4. Reducing budgets combined with increasing demand for performance 5. Need for more timely and effective decision making Our clients have similar questions: 1. What assets do I own and what am I responsible for? 2. What is the quality of my assets and what are they costing me? 3. What will I need to do in the future and what will it cost?

Best of Breed The Alternative Software reflects the specific business functions Software reflects good practice and enables innovation Increased ownership and control of data and information Integration technology is mature and reliable Reduced implementation time Reduced implementation risk Reduced cost - implementation and lifecycle

Asset Management Planning Seven Point Framework Source: SPM s 7 Pt Framework based on IIMM

Asset Management Integrated Cycle Reference: Fig 2-2, 2006 NAMS Property Manual

The Process Integrated Solution Web Service Interface Vision provides: Helpdesk administration Lease management Financial management Workflow management Document repository SPM provides: Lifecycle analysis Expenditure forecasting Scenario modeling Project planning

Data SPM Assets Property Data Maintenance

Data SPM Assets Area Data Maintenance

Data SPM Assets Property & Area Data Maintenance

Data SPM Assets Asset & Component Data Maintenance

Data SPM Assets Asset & Component Data Maintenance

Property and Asset Information Information Identifying the key physical assets owned and non-owned Replacement cost of assets and the historical costs of ownership Physical condition of assets and deterioration with time Performance of assets now and in the future

Property and Asset Information Information Consider the quality of the asset data and potential scenarios Select the best deterioration model: Condition Age for building fabric. e.g. carpet, paint, and ceiling tiles Remaining Life for building services, e.g. AHU, FCU, and switchboards Age Reliability for specialist assets, e.g. BMS, CCTV camera, and fire systems Consider intervention strategies, e.g. preventative maintenance NAMS risk based approach Condition Location Criticality Baselife Remaining Life Replacement Cost

Property and Asset Information Raw output Risk based Asset renewal Investment Balancing budgets Balancing risk Scoping projects Making decisions

Knowledge and Decisions SPM Assets Knowledge and Decision Making

Case Study more than just a concept Major New Zealand bank: 195 retail store and three corporate buildings nationwide majority of property is leased one third of annual procurement expenditure is Property related Three similar questions: 1. What is the condition of the property portfolio? 2. Is the bank meeting its maintenance obligations? 3. What will its maintenance obligations cost? Recognised the need for robust asset data and analysis Recognised traditional approaches would not generate the level of confidence or provide the flexibility required

Case Study more than just a concept The ultimate solution needed to: Provide compelling evidence to support bids competing for corporate funds Achieve balance between spend, asset quality, and economic payback Demonstrate value to the business under a transfer charging model Bank already accessed VisionCRE through its maintenance provider Bank selected SPM for its Tactical and Strategic planning needs Web-service interface delivered the end to end PM system

Case Study how we implemented change Pilot Surveys Confirm Approach Create Data Models Create Templates Physical Surveys (remaining sites) Review Data Create Projects SPM surveyors Bank created initial data models SPM surveyors Bank Property Managers prepare future work schedule STEP 1 STEP 2 STEP 3 Tip: Standardised colour coding Tip: Standardised naming and coding conventions Tip: Standardised component lists

Case Study Those three questions 1. What is the condition of the property portfolio? Data and information is now available to quickly understand and report property condition and performance Property managers have detailed reports and analysis Executive has dashboard reports with drill down functionality

Case Study Those three questions 2. Is the bank meeting its maintenance obligations? Bank now has a consolidated list of obligations recorded at an asset level Bank has the means to filter and focus forecasts of future spend, i.e. separating tenant and landlord expenditure obligations Survey data and photos provide property managers with the knowledge to talk confidently with landlords Reduced likelihood the Bank will inadvertently fund maintenance that is the landlord s responsibility

Case Study Those three questions 3. What will the maintenance cost? Now accurately and consistently forecast future expenditure Now understand the consequence of funding and policy decisions Means to develop a capital works programme, and to quickly reprioritise when necessary Information to influence strategic procurement agreements and lease renegotiations Improved decision making Reduced costs Balancing budgets Balancing risk Scoping projects Making decisions

Case Study Key Benefits Leasing Transparency Obligations if you stay Make-good if you leave Business Transparency Commercial view of spend Consequence of not spending Corporate De-risking loss of knowledge Faster uptake for new property manager Improved audits

Case Study Key success factors Clear and widely understood project objectives Strong Sponsor support and direction throughout Dedicated client project manager and project champion Quality building and lease information available Dedicated team of surveyors with knowledge of the SPM approach Robust interface with the corporate real estate system (VisionCRE)

Questions, discussion, comments?

Asset Management Planning Key Benefits: Integrated Solution Understanding of assets and future requirements Data management and maintenance - effort and errors Consolidation, integration and dissemination of information Strategic approach to asset replacement and upgrade - balancing expenditure across multiple years Prioritised planned works and expenditure, considering asset condition, performance, and risk Knowledge retention and informed decision making Consideration and evaluation of non-asset solutions Monitor and benchmark asset performance and costs