Introduction

The Estates Management Module is an addition to the ProNett System that electronically facilitates and manages the central control and management of estates information (including rents / leases, utilities, plans, accommodation) on a multi-site, multi-regional property estate.

A number of primary objectives are achieved in that :-

i) It enables one Estates Manager to be in administrative control over the entire property estate.

ii) Provides a single source repository for estates documentation assisting with and ensuring compliance with statutory requirements.

iii) Information management renders transparency over items requiring attention and encourages improved delivery and results.

PPM & Associates' extensive experience and knowledge of the complex area of property estates has been incorporated within the software providing a clear and flexible framework within a familiar, easy to use package allowing clients to be in complete managed control of all the different elements of owing a large property estate.

What Are The Benefits?

The Estates Management Module is aimed at the large corporate sector user with multiple stores, branches or outlets and a property estate typically ranging in size from 50 – 5,000+ units, with the primary functional benefits as follows :-

• Single point management of key information.

• Management of domestic accommodation (where applicable).

• Complete estates information knowledge base.

• Local authority rates information and charges.

• Management of Rental Incomes.

• Management analysis and reporting.

• Asbestos register linked to Maintenance & New Build Modules.

• Service & Utiliites management.

• Insurance information.

• Site plans, technical drawings, photography and maps.

• Audit trail, recording of all historic transaction data.

• Head & Ancillary leasing detail and information.

• In-house or outsourced administration.

Who Is It Designed For?

The multidimensional interaction by different user groups of the singular system facilitates a better ability for maintaining data integrity, ownership and responsibility in usage, by each grouped user. With different tiers of authorisation and responsibility, it allows a tiered and crystalline management structure to easily deal with the items that require attention whilst providing all of the necessary electronic support to enable effective decision making across the corporate structure, with specific features and benefits for the following :-

• Property :

Provides a singular, complete and paperless repository of estates information, allowing single point management of all aspects and elements thereof.

• Finance :

Provides a single source of information for ongoing commitment to expenditure on estates related costs and charges.

• Legal :

Facilitates a complete current and historic database of all estates information such that the details can be instantly recalled if required.

 How Much Does it Cost?

Initial Costs

There is a one-off initial fee for the set-up and configuration of the system.

In addition to the set-up cost, there is a one-off licence fee for the usage of the software based on the applicable usage term.

Ongoing Costs

There is an ongoing fee for servicing and support of the Estates Management Module (including periodic software updates, further set-up works as necessary and first / second line support) charged on a monthly basis for the duration of the usage term.

Hosting Costs

As the use of the Estates Management Module is intrinsically linked to that of the Maintenance Management Module, there would be no additional hosting costs or charges applicable.

Usage Term

The usage term would be linked with that of the Maintenance Management Module, with the usual minimum being an initial 36 month period after which it may be extended, or otherwise on a 3 month notice period.

 Implementation, Training & Support

Implementation

To make the implementation as easy as possible, we will project manage the process from start to finish to ensure that the necessary details and areas are covered to ensure that the client is able to gain best possible benefit from using the system.

We will utilise the information provided to populate the clients bespoke ProNett application and liaise with both in-house personnel and external organisations to obtain any further detail as required such that the whole process is transparent and seamless.

Training

Training is a key component of implementing the Estates Management Module within an organisation and the training programme included as part of the setup process is designed to ease and support the process throughout.

It is intended to provide all required members of staff with sufficient knowledge to know not only how to use ProNett, but enable them to utilise the tools available within the system to train any further staff as required moving forward.