Reality Consult GmbH

Transcription

1 Reality Consult GmbH International management consultancy for Real Estate and 2.2 Data & Information in Black Sea Varna, Peter Prischl, Managing Director

2 We always have to look at our subject from three no, four angles The four main roles in Real Estate and (REFM) User Owner Investor Operator 2

3 This is complete : EN European Model 3

4 Reality Consult s generic process and business model in Real Estate and (REFM) Portfolio Asset / Property / Real Estate / Construction Bau Purchase Kauf Rent/Lease Miete Operation Betrieb und andinstandhaltung Maintenance Verwaltung Commercial / Bewirtschaftung Functions User Dienste Services Deconstruction Rückbau Sale Verkauf Termination Kündigung L i f Lebenszykluse c y c l e 4

5 IT for Real Estate and (REFM) business processes: Strategic Real Estate and conceptualization and design construction use ( Services) remodeling rehabilitation disposal Real estate sale 5

6 Remember: The most expensive thing about Information Technology (IT) are always the data Just like data processing in a production or trading company is becoming more and more integrated, this is also valid for the area of real estate and facilities! Thus follows... 6

7 Real estate and facility data maintenance is just as VALUE CRITICAL as building maintenance itself! 7

8 Data: Information: Knowledge: Data are formed into Information and Information becomes Knowledge DATA INFORMATION - KNOWLEDGE Isolated, uninterpretedfacts, measurements, values Data put into relationsand attributedwith meaning Individuallyprocessedand sustainably digested information Availability Data Knowledge Sustainability Information Relevance Complexity 8

9 Different REFM roles require different knowledge Real Estate knowledge requirements Owner: Is my property earning money? Ł Increaseperformanceand market value User Operator/Service Provider: Is my buildingfunctioningeconomically? Ł Lower OPEX, optimize Life Cycle Costs User/Occupier: Is my facilitysupportingmy core business? Ł Increasecore businesscontribution, optimize usage value and occupierexperience Owner Operator 9

10 Which data are needed to generate the desired information? Data classes in REFM Master data (basic data) - Space and room data( room book, space) - Euipment data (inventory of equipment) - Financial asset and liablitydata - Demographicdata (population) - Basic market data - Legal data (real estate title register) - Geographicaldata (location) Process and transactiondata (dynamic data) - Job order data (job, date, time, costs) - Status data (on/off, temperature, ) - Consumptiondata 10

11 Not as much data as possible, but as little data as necessary! Reality Consult Data Filter High Productive data Mission-critical data Usefulness / Benefit Low Nice to have data Data graveyard Low High Capture/Update Cost 11

12 Space KPIs Relating data leads to information Key Performance Indicators (KPIs) NFA in % of GFA NFA/GFAx100, no decimals NFA = Net FloorArea GFA = Gross Floor Area Shows the technicallydetermined buildingstructure. Rentable FloorArea in % of NFA (Rentable FloorArea)/NFAx100, no decimals m 2 / worker 1 decimal Vermietbare Fläche gemässeigener Definition (ansonsten gemäss Mietrechtsgesetz, alternativ Wohnungseigentumsgesetz); egal ob extern (und damit rechtlich relevant) oder intern vermietet wird Worker = person who uses at least sometimesa workplace in a company building (part / full time, employee/ contractor) Prischl

13 Further Space KPIs Space KPIs show own performance and the handicaps Managed area / FM staff member in m 2 No decimals Space utilization in % (Internally or externally rented FloorArea)/ Total provided FloorAreax100, no decimals Workplace utilization in % Actual workplaces (= paid for)/ Total provided workplacesx100, no decimals Space waste in % and m 2 Difference between managed area in total m2 and provided workplaces according to space standards in total m2 Managed area if no other measure, this is the NFA for which the FM department is responsible FM staff member = All staff (part time personell proportionally) in (not those in FS = Services) incl. documentation and CAFM administrator Prischl

14 Further REFM KPIs Move preparation time Median in days Time is the most objective measure customer satisfaction the toughest Move execution time Median in hours FM customer catisfaction As school grade e.g. 1, 2, 3, 4, 5, displayedas average with one decimal: 1,0-5,0 Execution time from agreed/planned start until actual end Only in the context of a professional, partly anonymous servey of the (internal or external) FM customers.! Also useful as basis for bonus pay! Prischl

15 Examples of reports turning data into information: Portfolio Analysis Space Analysis Work Analysis Process cost analysis 15

16 Portfolio analysis according to REN (NL) 16

17 Space optimization according to DIN 277 (DE) 17

18 Work analysis according to VDMA (DE) 18

19 Process cost analysis according to GEFMA

20 CAFM Computer Aided 20

21 CAFM what is it, what is it not? CAFM = Computer Aided = Computer supportin FM not: One software program which can do everything An IT system, such as a CAFM system, is made up of three elements: - CAFM software - Real Estate and (REFM) data - REFM processes (which includesthe people who operate these processes) CAFM software only becomesuseful as part of a CAFM system (see above ) Information technology(it) in FM is today at a stage of development where enterpriseit was about 1990 not for technical, but for strategicand organizationalreasons 21

22 CAFM software market is behind compared to other software markets There are hundredsof CAFM software productsin the world s markets There are less than ten CAFM software products in Europe with an international distribution(in more than three countries) There are only three CAFM software products which are truly global standard software. 22

23 What are the characteristicsof global standard software? Developed from the outset as standard software (not: developedfor a given customer and then adapted to others) Developed in the framework of a modern developmentsystem - Java - Microsoft.NET Developed as web-based software (not: developedas client/serversoftware, maybe with a Web front end) Developed language-independent(language= user attribute) Developed in releases, capable of automaticupdate 23

24 Global standard software has certain commercial characteristics: Software companyis strategicallycommitted(and therefore, more or less dependent) to the area of CAFM (Cases to the contrary: SAP and, to a lesserdegree, Nemetschek) Software has an active user base i.e. paying maintenancefees which is big enough to ensure continuedfurther developmentof the software These three CAFM software products fulfill all these criteria: - Archibus - Planon - Tririga Closest to these three in becoming a global standard software: conject FM 24

25 CAFM selection consider before anything else: Key performance factors Whichkey figures are needed for strategicdecisions? How is the successof the FM departmentmeasured? Whichperiodic reports have to be generated? Whichkey figures does the Controlling departmentneed? Whatmeasurementsare used for the FM department sperformancein relationto the company semployees? How can customersatisfactionof the (internal) customersbe recognized? 25

26 CAFM selection further early considerations: Resources for CAFM How many and which staff memberswill work with the system? Who will be responsiblefor CAFM System Administration (/Key User)? Whatquantityof effort will be required for the initialdata acquisition, is this possibleat all with internalresourcesonly? Can the project team membersdedicateca. 30% of their time to the project? Who will be the internal project manager? Should there be an external project manager? (not from the CAFM software company!) 26

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28 CAFM system specification: Good, doable CAFM system /1 All major FM processes from the user s / customer s request (report) across the whole job order chain until billing and accounting / Controlling modeled in a unified system (not necessarily in one program!) All (also existing) data bases integrated in the system (no separate Excel lists etc.!) Current property and building plans in the system (not necessarily just one program ), directly linked with the corresponding alphanumeric data in an FM-like way. 28

29 CAFM system specification: Good, doable CAFM system /2 (Rental:) Real Estate software (Windows!) integrated Integrated accounting software (Windows) (does not have to be SAP at all!) integrated with CAFM system Security and safety systems / Key and Lock in CAFM system integrated / integrable Building automation linked to CAFM on building user level 29

30 CAFM requirements (1) Hard Facts Soft Factors Web-based software Learning/usability for non-specialists, training effort Windows 7 as operating system XML connection with (external) data bases Data entry / migration ( data, that s where the money is! ) If CAD is important (in a minority of cases): CAD-independent vector graphics representation with import possibilities for all popular CAD formats (IFC, DWG, PLN, DGN, DXF) Visualization onscreen and in printout for CAD specialists or for normal real estate folks? 30

31 CAFM requirements (2) Hard Facts Program level integration with Office software and other Windows software Program level integration with building automation systems Soft factors Does the CAFM system fit your FM team? (or does your team have to subordinate itself to the system?) Integration better: Process integration with ERP systems (SAP) Initial costs TCO Total Cost of Ownership -Data maintenance -System customization / adaptation -System development 31

32 CAFM requirements (3) Hard facts Soft factors System flexibility, in things small and large Dependence on system developer is adaptation possible without reprogramming? Know-how transfer from CAFM developer to you Black box or Open book? 32

33 AND: You have to know before which results you want in the end! The Reality Consult FM Strategy Stairs Reality Consult FM Strategy Stairs: - Corporate strategy - -> REFM strategy - -> IT / CAFM strategy CAFM Strategy has to commit to: - Information requirements/ output to support the REFM strategy - Data model - System architectureand priorities 33

34 CAFM implementation strategic considerations Strategy Stairs Example 1: Corporate strategy: strong growth through opening up of new geographicalmarkets Real Estate and FM Strategy: acquire new locations by renting, thus we can react quicklyto market conditions, short contractperiods CAFM Strategy: CAFM to support tenant perspective, focus on contractsand services. 34

35 Again CAFM but very different considerations Strategy Stairs Example 2: Corporate strategy: Quality leadershipin defined markets Real Estate and FM Strategy: Build and operate own manufacturingplants CAFM Strategy: CAFM to be used from construction phase onward, focus on CAD, plant maintenance 35