Enterprise-wide Property Information Management

Anyone responsible for estate management will be well aware that there are a multitude of tasks, issues and legal requirements that need dealing with on a regular basis.

Even with a small property portfolio there is a significant amount of information that needs to be stored, tracked and dealt with in a timely manner.

With ICON's Property Management Solution companies have the chance to consolidate many disparate systems and processes into one central organisation-wide system.

The Issues

In many businesses important property related information is held by different people, in different departments, in different formats and in different locations. Within larger organisations, property information is often kept within bespoke or off-the-shelf systems, with no function for sharing or linking information.

Disjointed information causes a host of issues; duplication and conflict of facts, uncontrollable document version control, difficulty locating information, no central source of information, vital deadlines are missed and non-compliance occurs.

Typical property issues:

• How many properties do we own?

• Where are they?

• What is the phone number?

• Which are leased?

• What is the total rental income?

• What is the rental income by region?

• What is the floor area?

• Which surveyor is responsible for it?

• Where is the current CAD floor layout?

• I need to see photographs of the entrance?

• Let me see the opening day video.

The ICON Solution

Implementing the ICON System does not have to change your business’s working practices or processes; the system can be configured to replicate the way your business works, making the transition to utilising the ICON System smooth and without disruption. A phased implementation programme ensures user confidence is built and up-front costs are nominal.

The Bigger Picture

Any large company with a portfolio of properties will face similar issues to those experienced by ICON's existing clients before their implementation of the ICON System; properties need managing and properties need maintenance.

At the simplest level a company will need to know information about its property portfolio. With the ICON System all relevant information is held in one collaborative central place with permissions based access to ensure the right people see the right information.

Document handling is a key part of the ICON System. Effective document handling ensures information is readily available; a project manager might want to view upcoming property projects, a facilities manager can view which equipment items need replacing during a period of time and whether compliance certification is current etc.

Reporting

The ICON System allows reporting across the whole property portfolio. Finding key dates, facts and figures is easy for all users.