Applications
"I knew that what we had been using in CMMS technology was a Pinto versus having a Corvette with ARCHIBUS."
- Trent Blair
- Director, Department of Facilities Management, Design, and Construction
- State of Missouri
User Overview: Cost Administration
Designed for real estate and lease professionals who want to track and manage their total cost of occupancy, ARCHIBUS Cost Administration is a centralized, Web-based solution that reduces the time and errors associated with defining, allocating, and approving portfolio occupancy costs. It also provides users with the cash flow analysis and projections needed to improve overall real estate portfolio decision-making.
With this application, a user can easily track and manage the life cycle of costs until they are ready to be allocated to internal departments, cost centers, or external tenants. These costs can be tracked down to the invoice level or to a summary level.
Feature:
Administer Costs Wizard
Benefit:
Reduce administrative overhead and errors by centralizing the entire process for managing portfolio costs:
-
Define new, edit, and delete recurring or one time costs
- Generating specific cost instances from recurring costs
- Approving costs
- Reviewing costs
This Wizard was designed to provide an intuitive and efficient work flow for a specific cost instance while not losing sight of the entire portfolio. The left tree control presents an image of the entire portfolio (Properties, Buildings, Leases, and Sub-leases). Selecting an item will show the entire costs associated with that item. The right view is divided into three sections that present the actions needed for different phases of the cost life cycle:
- Creating specific cost instances out of recurring costs
- Approving specific cost instances
- Viewing approved cost instances
Feature:
Cash Flow report
Benefit:
Improve portfolio cost-related decisions through a consolidated measurement of costs associated with properties, buildings, or leases and reduce the effort needed to create a consolidated view of the portfolio’s costs.
This report provides a cost analysis of current, historical and future projections. The user can, in one click, generate cash flow reports of past portfolio performance and future projections that summarize costs according to cost categories for leases, buildings, properties, or accounts with user-defined groupings and restrictions. The user can restrict by date range, geography, or by whether the costs are obligations of the landlord or tenant. Additionally, the user can include or exclude certain cost categories; for example, displaying only the non-capital or base-rent related costs.
Feature:
Costs report
Benefit:
This report saves administrative time allocated to examining current cost status by providing a consolidated portfolio-level view.
Instead of investigating costs lease by lease (or building by building), this report presents the entire current cost structure for all leases, buildings, and properties. Additionally, the report enables users to restrict the list according to date range, geography, or cost category, and provides basic statistics such as number of records and totals.
Feature:
Actual Costs by Lease/Building/Property/Account views
Benefit:
This report saves administrative time by enabling rapid identification and analysis of approved costs for any item in the portfolio.
This view presents a list of all the portfolio Leases, Sub-Leases, Buildings or Properties on the left. By clicking on any item in the list, the user gets detailed information about the approved costs associated with the selected item. The list of costs can be restricted or organized by any field using the SmartSearch™ Mini-Console feature, which allows search and click-to-sort on any column. Filters work on any alphanumeric column and also provides “Contains” or “Like” filtering on any column. It also combines searches on multiple columns to improve productivity of data collection tasks.
