Challenge

Our client owns and manages £4bn portfolio of shopping centres across the UK and wanted more profitability and quality of service by making its operations more efficient and effective and it mandated Calvis with reviewing, identifying and correcting its business processes to find such savings.

Solution

Calvis reviewed the key processes across the client’s value chain from asset management to property and facilities management and benchmarked those against industry standards. One substantial area for savings found was lease processing and final lease approval for newly acquired/developed/let properties that was taking up to 6 weeks, which was 3 weeks above benchmark and 5 weeks above what achievable. For the client who had a shopping centres rent roll close to £130m this meant about £70k in interest lost and about £60m value at risk due to market latency risk. The delays were caused by bottlenecks due to multiple reviews and sign-offs by property managers and mistakes in transcription from paper leases to the PM system by staff with insufficient expertise.

Calvis changed the process undertaken by external lawyers and introduced an electronic delivery of information that was imported directly into the property management system, Calvis eliminated most transcription and data entry, and enabled property managers to check the information against the lease just once – after it had been imported.

Deliverables

Business process analysis and re-engineering - interviews, process mapping and benchmarking, new process created, and new electronic data entry system.

Benefits

Our client wanted to achieve increased profitability and quality of service by making its operations more efficient and effective and we were engaged to undertake a review of existing business processes.

Technologies

Electronic forms using Microsoft Word to exploit the OSCRE data standard, with integration to Horizon and Open Text.