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Oracle Property Manager Implementation Guide
Release 12.1
Part Number E13611-04
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Overview of Implementing Oracle Property Manager

This chapter provides an overview of the implementation of Oracle Property Manager. It also includes an overview of the lease administration and space management tasks you can accomplish with Oracle Property Manager and the Oracle applications with which it is linked.

This chapter covers the following topics:

Introduction to Oracle Property Manager

Oracle Property Manager is part of the Oracle Real Estate Management solution. It provides you with tools to manage real estate tasks, such as property administration, space allocation, and most importantly, lease management.

Landlords as well as tenants can use Oracle Property Manager to manage lease clause information and critical real estate dates and milestones for property leases and space administration. This dual perspective enables Oracle Property Manager to address the needs of corporate real estate management, commercial property management, retail or franchise operations, and investment real estate companies (such as real estate investment trusts) and to manage their real estate portfolios efficiently.

Key Features

This section describes the key features of Oracle Property Manager.

Lease Administration

Lease management is at the center of the real estate management function. With Oracle Property Manager, you can control and oversee a variety of lease management tasks, such as:

Property Portfolio Management

You can use Oracle Property Manager to identify, define, and manage owned and leased property, keep records of physical features and facilities, and maintain comprehensive records of property-related data such as:

Space Management

Whether your role is that of a landlord or a tenant, you must manage space efficiently. Oracle Property Manager helps your organization ensure that:

  1. Each employee or customer is assigned the appropriate space.

  2. All available space is assigned in the most effective manner possible.

Managing space efficiently enables landlords to keep occupancy rates high to ensure proper return on investment. Oracle Property Manager also enables tenants to allocate space-related costs because they can easily find out the cost per square unit of each location as well as the roll ups for markets, regions, cost centers, and more.

In addition, Oracle Property Manager provides interfaces to Computer Assisted Design (CAD) and Computer Assisted Facilities Management (CAFM) applications to make space management tasks such as office allocation and employee transfers easier.

Integration with Other Applications

Oracle Property Manager provides an integrated solution with other Oracle Applications. You can also integrate with third-party systems using open interfaces.

Oracle Applications

Oracle Property Manager is integrated with other Oracle applications, including:

This integration enables you to use your Oracle Property Manager records as the source of payments and billings, and to use your Human Resources records as a source for employee information in Oracle Property Manager.

Open Interface Tables

Oracle Property Manager uses an open interface to integrate with CAD and CAFM applications. This integration enables you to manipulate and view information about your space definition and usage in either a forms-based or CAFM environment, synchronizing data across applications as required.

For more information, see Oracle Property Manager Open Interfaces, Oracle Property Manager Implementation Guide.

Planning the Implementation of Oracle Property Manager

This section provides information that you might find useful while planning your implementation of Oracle Property Manager. The provided tips will help you save valuable time and prevent errors.

Implementation Team

Your implementation team creates and executes the implementation plan and makes most of the implementation decisions, from re-engineering your business procedures, to preparing for conversion and determining your system requirements.

The team should be very broad-based, with representatives from all the concerned teams, including Lease Management, MIS, and Accounting. Ideally, the team should be made up of staff members who can dedicate a significant amount of time to implementation issues.

You should also appoint one member of your implementation team to head the implementation, facilitate resolution of issues, and act as liaison between your organization, Oracle Worldwide Customer Support, and Oracle Consulting Services.

Implementation Decisions

To determine how to configure Oracle Property Manager, your implementation team must understand how it will:

These factors will contribute to developing core tasks and responsibilities that will be monitored and completed in Oracle Property Manager.

Review Business Procedures

Your implementation team should re-examine all business procedures related to property management functions and compare them with the features and functionality of Oracle Property Manager.

The terminology your business uses, organization structure, accounting practices, expenditure classification, and reporting policies are just a few considerations that will influence decisions during Oracle Property Manager implementation.

Plan Data Conversion

Since data conversion from existing systems is typically the most error-prone area of implementation, your implementation team should invest considerable time planning for it and testing the results. You should test your data conversion program carefully using sample data before you migrate to Oracle Property Manager.

How your implementation team finally decides to convert legacy data should depend on various data-related factors, such as the type and complexity of historical lease- and property-related data. For example:

For details on converting lease-related data, see Legacy Data Conversion, Oracle Property Manager Implementation Guide.

Ensure Thorough System Testing

You should plan and execute extensive system testing of your enterprise solution including Oracle Applications and any systems that interface with them. Your system test environment should be as similar to your production system as possible. After you convert your data for testing, assign users to test the functions that they will perform. Provide your testers with the appropriate hardware resources so you can accurately judge performance issues.

Provide Training to Users

You should plan training for all members of the organization who will use Oracle Property Manager. You should include employees who interact directly with the software or who review the data that is reported from the system. The training may include:

Oracle Property Manager Setup Checklist

The Oracle Property Manager Setup Checklist provides a list of setup steps for implementing Oracle Property Manager.

Using the Setup Checklist

The setup checklist provides a systematic guide to implementing Oracle Property Manager. After you plan your implementation, simply follow the steps to implement Oracle Property Manager and customize it to your organization's business policies, procedures, and requirements.

Please keep the following in mind while using the Setup Checklist.

  1. Many of the setup steps use information you define in previous steps. Therefore, you should perform the steps in the order listed.

  2. The Required column of the Setup Checklist indicates whether a step is compulsory for setting up and using Oracle Property Manager. However, you should determine whether the steps marked as optional are required for you.

  3. The setup checklist lists the most important steps required for implementing Oracle Property Manager. Depending on your specific requirements, you might need to perform other setup steps. See Prerequisites and Optional Integration.

Setup Checklist

The following table lists the Oracle Property Manager setup steps (including steps you need to complete in other products) and whether the steps are optional or required. After you log on to Oracle Applications, complete these steps to implement Oracle Property Manager.

Each step has a Context section that indicates if you need to repeat the step for each set of tasks, ledger, inventory organization, HR organization, or other operating unit under Multiple Organizations.

Step Num Required Product Step Context
1. Required General Oracle Applications Create application user sign-ons and passwords. See Setting Up Underlying Oracle Applications Technology. Once per installation
2. Required Oracle Human Resources Define employees. See Employees. Once per installation
3. Required Oracle HRMS Define organizations. See Organizations. Once per installation
4. Optional Oracle HRMS Define security profiles. See Security Profiles Once per installation
5. Required Oracle General Ledger Define your chart of accounts. See Chart of Accounts. Once per installation
6. Required Oracle General Ledger Define your accounting period types and accounting calendar periods. See Accounting Period Types and Accounting Calendar. Once per installation
7. Required Oracle General Ledger Define legal entities. See Legal Entity. Once per installation
8. Required Oracle General Ledger Define a ledger. See Set of Books. Once per installation
9. Required Oracle General Ledger Set the GL: Ledger Name profile option. See Set of Books. Once per installation
10. Optional Oracle General Ledger Define and enable the currencies you plan to use. See Currencies. Once per installation
11. Optional Oracle General Ledger Define additional rate types and enter daily rates if you want to enter foreign currency transactions. See Defining Conversion Rate Types, Oracle General Ledger User's Guide and Entering Daily Rates, Oracle General Ledger User's Guide. Once per installation
12. Optional Oracle Subledger Accounting Modify predefined setups in Oracle Subledger Accounting. See Oracle Subledger Accounting. Once per installation
13. Required Oracle General Ledger Set Up Subledger Accounting Options. See Subledger Accounting Options. Once per installation
14. Optional Oracle Receivables Set up Receivables transaction source. See Transaction Source. Once per operating unit
15. Optional Oracle Receivables Define Receivables payment terms. See Payment Terms. Once per installation
16. Optional Oracle Receivables Define Receivables transaction types. See Transaction Types. Once per operating unit
17. Optional Oracle Payables Define distribution sets. See Distribution Sets. Once per operating unit
18. Required Oracle E-Business Tax Set up taxes. See Oracle E-Business Tax Once per operating unit
19. Required Oracle Property Manager Define Property Manager System Options. See Defining Property Manager System Options. Once per operating unit
20. Required Oracle General Ledger Set the GL: Ledger ID profile option to Updatable. See Setting User Profile Options, Oracle Applications System Administrator's Guide. Once per installation
21. Optional Oracle Property Manager Update country and territory information and assign flexible address formats. See Countries and Territories and Address Styles and Formats. Once per installation
22. Optional Oracle Property Manager Define descriptive flexfields. See Descriptive Flexfields. Once per installation
23. Optional Oracle Property Manager Define lookups. See Lookups. Once per installation
24. Optional Oracle Property Manager Define milestone templates. See Milestone Templates. Once per installation
25. Optional Oracle Property Manager Define milestone sets. See Milestones, Oracle Property Manager User Guide. Once per installation
26. Optional Oracle Property Manager Define location hierarchy. See Setting up Property Information. Once per installation
27. Optional Oracle Payables Enter suppliers. See Suppliers. Once per installation
28. Optional Oracle Receivables Enter customers. See Customers. Once per installation
29. Optional Oracle Property Manager Enter contacts. See Contacts. Once per operating unit