How To Manage Office Space

Transcription

1 A jb-x group company Solution Approach Corporate Real Estate Management (CREM) on management consulting GmbH December 12, 2012

2 Agenda Some facts about on mc Project management Solution approach Real Estate Contact details 2 12/11/2012

3 on management consulting is part of a strong partner network of the holding company jb-x group jb-x group Locations and employees Headquarter: Passau (jb-x, on mc) Subsidiaries: Munich (jb-x, on mc) Frankfurt a. M. (jb-x) Permanent employees: 7 on mc out of 50 1 Consulting for organisations and processes Consulting and implementation of SAP 2 solutions (SAP development partner) Business process management 3 Development and implementation of SAP 4 solutions Service portfolio jb-x group Service portfolio on mc 3 12/11/2012

4 Customers evaluate our work "on mc employees know what they are talking about. They demonstrate their problem solving and goaloriented ability within the defined budget over and over again." Vera Meyer-Schneevoigt (Executive Vice President at Siemens Enterprise Communications GmbH & Co.KG)." Vera Meyer-Schneevoigt - Executive Vice President at Siemens Enterprise Communications GmbH & Co.KG "We are glad to have on mc as a partner on board in this important project. Particularly their professional approach, the focus on data consistency, and their ability to react fast was the key to success." Florian Schwalm - Director Ernst & Young Real Estate GmbH "We intend to intensify the cooperation with on mc. In addition to the reliability and professionalism, we are profoundly convinced of the cooperative partnership and the flexible handling, as well as the high level of commitment." Gerhard Heynen - Managing Director Leitwerk Consulting GmbH "We know on mc as a professional and reliable partner. We look forward to further collaborations." Markus Stratmann - Partner at ARKADIA Management Consultants GmbH 4 12/11/2012

6 on management consulting supports you with with the expertise of its employees from start to end Project phases Analysis Planning Executing Project management work packeges Program / project management of large projects at international companies Tracking cost, time, and quality objectives Cost-benefit-analysis: Design and illustration of business case calculations Project controlling and monitoring Risk management (evaluation of risks and its effects and ist probability of occurrence ) Project management office (templates, project planning, organisation of minutes, action lists) Preparation of reports for various committees (steering committees including investors, board, management, general works council, executives) Preparation and moderation of workshops Change Management: Preparation and implementation of target-group-specific communication using various media (homepage, flyer, placards, s etc.) Stakeholder management and supplier management All our employees go through the certification program of the GPM-Association to become a certified project manager IPMA 6 12/11/2012

8 We analyze your current situation and help you develop a sustainable approach Initial situation Does my site concept fit to the business model? How do I manage my real estate portfolio? Do I know the running costs of my real estate properties compared to others? Do I have innovative workplace concepts in use and do I need this? Have I exhausted all optimization potential in the real estate sector? Do I have suitable RE-organization and processes? Do I know all relevant data and information? How quickly is the information available? Problem-solving approach Develop a site strategy as a result of the portfolio analysis Implementation of cost-benefit calculations (business case) Design of a governance model: Organization and standard processes, reporting and metrics model Introduction of innovative workplace concepts (e.g. flexible office and home office) Implementation of change management measures Renegotiation of leases Optimization of rent, utility and service contracts Introduction of IT solutions Implementation of energy efficiency measures Benefits Clear responsibilities and roles Modern demand-actuated office world Cost reduction (depending on order) by: Site consolidation Efficient use of office space Low cost locations Optimization of service and maintenance costs Increasing energy efficiency Standards and Guidelines Improvement of communication Possibility to compare with others based on benchmark data on mc is a member of the German Facility Management Association (GEFMA). 8 12/11/2012

9 Our approach is based on a holistic approach in order to optimize the corporate real estate management (CREM) Site Analysis CAFM-Software Floor-Space Management Corporate Real Estate Governance CREM Contract Management Facility- Management Depending on your needs we can help you optimize all or individual modules. 9 12/11/2012

10 The implementation process is based on our CREM-Delivery-Model to intergrate partners and suppliers Customer, on mc Customer, on mc, Partner, Supplier CREM-Delivery-Model Projektvorbereitung Umsetzung Analyse Konzeption Customer, on mc, Partner Customer, on mc, Partner Roles in the CREM-Delivery-Model Customer Directs and sold the project "inside Provides contact details and information on mc Project management support and analysis expertise Data collection and interpretation Development of decision-making criteria for customers Partner and supplier management Partner Provides specific expertise (e.g. energy optimizer, planning office) Suppliers Provides ist service portfolio during the project (e.g. relocation supplier, conversion service) or permanently (e.g. FM services, CAFM-Software providers) 10 12/11/2012

11 Our approach for the Site Analysis" Solution approach Development site analysis Analysis of the existing site portfolios Development of the site concept based on the corporate strategy / business model Development of business case calculations Implementation of the site concept Description Analysis of actual portfolio: Analysis of the entire real estate portfolio Consolidation of information regarding building criteria (cost, quality) Development of the site concept: Strategic decisions about locations regarding business segments, products and customers, derived from the company's strategy and business model Definition of site criteria and minimum requirements Business Case: Design of a "Stay or Go" strategy based on benchmark data Business Case calculation (representation cost savings, investments, and amortization) Future site portfolio: Local shifting of locations at the same or better quality at lower prices Adaptation of the site portfolio Benefits: Optimized site portfolio through meaningful consolidation Cost savings by closing unneeded sites Increasing the locations quality Comparison with others 11 12/11/2012

12 Our approach for the Floor-Space Management Solution approach Optimization of floor-spaces Inventory Definition of standards Determining space requirements Floor-space planning Management of relocation and modification Return of floor-spaces Renegotiation of leases Description Inventory Documentation of the space coverage Floor-space analysis and design of controlling Definition of standards Definition of floor-space standards Defining features of individual workstations Floor-space planning Space coverage analysis and identification of optimization potential Simulation of space allocation scenarios Introduction of modern office workplace concepts (e.g. flexible office, home office) Management of relocation and modification Preparatory measures of relocation planning Implementation planning Supplier management Return of floor-spaces Adjustment of spaces in the lease contracts Organisation of floor-space returns Renegotiation of leases Gap analysis (compare actual rent with the rent benchmark) Organisation of negotiations Benefits: Modern and adequate office environments Identified potential for savings Optimized floor-space coverage regarding: Efficiency Cost Communication Optimized rental terms Consolidated information 12 12/11/2012

13 Our approach for the Facility Management Solution approach Optimizing operating costs Actual state analysis Definition of service level agreements (SLA) Supplier analysis Call for proposals facility services Implementation FM processes Operating and tracking Description Actual state analysis Analysis of service and utility costs Implementation of benchmarking and identification of potential savings Definition of service level agreements (SLA) Analysis of existing service contracts Definition or adjustments of the SLAs Supplier analysis Analysis of the suppliers Implementation of a single sourcing strategy per service (e.g. one supplier for all postal services) Call for proposals facility services Defining the scope of the tender Support for the tendering process (selection of suppliers) Implementation FM processes Support the roll-out of FM processes Operating and tracking Implementation of a controlling tool Identification of optimization potential (CIP process) Benefits: Optimized costs Reduced expenses in facility management Comparable information for each building / per location Consolidated information as a basis for benchmarks 13 12/11/2012

14 Our approach for the Energy efficiency Solution approach Erhöhung Energieeffizienz Optimierung Energieeinkauf Ermittlung der Einsparpotenziale Installation Energiemanagementsystem Feinanalyse und Definition der Einsparmaßnahmen Modernisierungsmaßnahmen Description Energieeinkauf Analyse der Verbrauchsdaten und Konditionen Optimierung des Energieeinkaufs Grobanalyse Einsparpotenziale Durchführung einer Grobanalyse mittels standardisierten Fragebogens Aufzeigen erster Effizienzpotenziale durch Fragebogenauswertung Energiemanagementsystem Installation eines Energiemanagementsystems zur Messung von Verbräuchen Auswertung der Messungen Feinanalyse Einsparpotenziale Definition eines Maßnahmenkatalogs auf Basis der Auswertung Umsetzung der sogenannten Quick-win - Maßnahmen (Maßnahmen, die schnell und einfach umsetzbar sind und sofort Energie einsparen) Modernisierungsmaßnahmen Erarbeitung von längerfristigen Maßnahmen (wie z.b. Sanierung energetischer Anlagen) Kosten-/Nutzenkalkulation von kapitalintensiveren Maßnahmen (Business Case) Vorteile: Optimierter Energieinkauf Transparenz beim Energieverbrauch pro Gebäude Schnelle Kosteneinsparung durch Quick-wins Bis zu 30% Kostensenkung des Energieverbrauchs ohne kapitalintensive Maßnahmen 14 12/11/2012

15 Our approach for the Contract Management Lösungsansatz Contract-Management Determination of contractual strategy Contract planning Contract negotiation Contract design Contract management and administration Erläuterungen Lösungsansatz Contractual strategy Klärung der Unternehmensstrategie Definition des Vertragsziels und Einschätzung der Risiken Contract planning Bestimmung und Bewertung der Planungsfaktoren (z.b. Kündigung, Kaution) Unterstützung bei der Vertragsvorbereitung Contract negotiation Verhandlungsstrategie Steuerung des Verhandlungsablaufs Contract design Klärung von Aufbau, Gliederung und Struktur des Vertrages Abstimmung des Vertragsinhalts mit dem Management Abschließende Prüfung des Vertrages Contract management and administration Erarbeitung von längerfristigen Maßnahmen, die dazu dienen, Planung und Ist-Zustand miteinander zu vergleichen (Soll-Ist Vergleich), Abweichungen zu messen und Handlungsbedarf abzuleiten Vertragsdokumentation und archivierung Bereitstellung von Datenmaterial und Nachkalkulation Benefits: Vollständige Verfügbarkeit der Vertragsdokumente Transparenz Vermeidung/Reduzierung von Kosten Übersicht über zeitkritische Vorgänge vermitteln Gewinnung von Entscheidungsgrundlagen on management consulting GmbH, ein Unternehmen der jb-x group

16 Our approach for the Corporate Real Estate Governance Solution approach CREG setup Definition of roles and REorganization Implementation of processes Implementation of real estate-guidelines Design of reporting structure and reporting process Description Real estate organisation and process modeling Definition of roles within the organization Description of rolses and responsibilities (centralized and decentralized) Development of a process model (floor-space management, contract management, new rental approval process, etc.) Centralized and strategic floor-space management and process management Implementation of real estate-guidelines Definition of real estate policies (e.g. single room, parking areas, floor-space standards) Consistent enforcement of standards approved by management Reporting Development of controlling tools (management information system with costs, SLAs and metrics model) Implementation of a reporting process including analysis, planning, optimization and controlling Development integrated risk management Benefits: Industrialization of processes Clear responsibilities Pooling of important skills and competencies Standardization through processes and policies Integrated management approach with consistent key figures 16 12/11/2012

17 Our approach for the CAFM Software Solution approach Implementation CAFM- Software Definition IT-Vision Creation of functional requirements software selection Software implementation User workshops Description IT-Vision Consideration of the actual state (e.g. hardware specifications, network structure, etc.) Actual state analysis of data management Functional requirements Analysis of issues and demands Definition of functional requirements Software selection Coarse and fine selection Contract negotiations and selection Creation of the functional specification document Software implementation Implementation and customization of the software Definition of interfaces to neighboring systems Testing and data migration System acceptance / release User workshops Creation of a user manual Setup of user workshops Benefits: Consolidated and integrated information Increasing transparency Adhoc reporting Evaluation options Basis for benchmarking and identification of optimization potential 17 12/11/2012

19 Contact details 19 12/11/2012