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:
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.
This section describes the key features of Oracle Property Manager.
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:
Abstracting basic lease information from lease documents
Modifying and amending leases
Calculating lease amounts
Creating invoice schedules
Exporting invoices to Oracle Payables and Oracle Receivables
Setting up milestones
Administering rent increases based on fixed percentages or specific indexes such as the Consumer Price Index (CPI)
Collecting rent based on variable factors such as sales volumes or usage
Calculating and collecting common area maintenance (CAM) expenses
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:
Geographical location
Tenure (whether property is owned, leased, or a combination of the two)
Condition of property
Parties involved (for example, maintenance and security agencies)
Type (for example, whether the property is an office block, mall, or recreational space)
Whether your role is that of a landlord or a tenant, you must manage space efficiently. Oracle Property Manager helps your organization ensure that:
Each employee or customer is assigned the appropriate space.
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.
Oracle Property Manager provides an integrated solution with other Oracle Applications. You can also integrate with third-party systems using open interfaces.
Oracle Property Manager is integrated with other Oracle applications, including:
Oracle General Ledger
Oracle Subledger Accounting
Oracle Payables
Oracle Receivables
Oracle E-Business Tax
Oracle Human Resources
Oracle Enterprise Asset Management
Oracle Alert
Oracle Workflow
Oracle Projects
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.
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.
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.
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.
To determine how to configure Oracle Property Manager, your implementation team must understand how it will:
Function within your organization
Interact with other financial and operational systems
Support the requirements of employees
These factors will contribute to developing core tasks and responsibilities that will be monitored and completed in Oracle Property Manager.
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.
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:
The size of the property portfolio
The number and complexity of leases
The types of leases to be administered (revenue and expense leases from the landlord or tenant perspective call for different types of information to be recorded in detail)
The functional processes involved
For details on converting lease-related data, see Legacy Data Conversion, Oracle Property Manager Implementation Guide.
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.
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:
How to perform specific tasks using Oracle Property Manager
What the new business policies (instituted as a consequence of implementing Oracle Property Manager) are
The Oracle Property Manager Setup Checklist provides a list of setup steps for implementing Oracle Property Manager.
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.
Many of the setup steps use information you define in previous steps. Therefore, you should perform the steps in the order listed.
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.
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.
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 |