Real Estate Portfolio Management / Lease Administration

Lease Administration: Application Overview

The Lease Administration application includes tasks that facilitate lease data entry and that enable you to track critical lease and option due dates. The application includes a wizard interface and forms that present data in panels, so you can choose the data entry method that best suits your needs.

The application also includes the Lease Portfolio dashboard that provides easy access to comprehensive lease data, and includes notifications for alerts. You configure the alerts so that you receive notifications of critical due dates using the schedule that you define.

You can track and manage suites, including highlighting vacant suites on a floor plan drawing.

The Lease Administration application includes tasks for the following processes:

Background Data: As the Business Process Owner, you:

Develop geographic, property, and building data to facilitate data entry for Lease Administrators.
Develop the Cost Categories and Responsibility Categories that administrators select when adding recurring costs and clauses to leases. If this data was not yet developed in another ARCHIBUS domain, you can develop it using the Background Data tasks of the Lease Administration application.
Define how and when alerts for option and lease due dates are issued to Lease and Portfolio Administrators.
Define Lease templates that include frequently entered information to facilitate data entry.
Define amenity types so that lease administrators can then use the Add Amenities tasks to add these amenities to properties, buildings, and leases.
Define fiscal year to indicate the start month and start day for your fiscal year. These dates are used in reports that analyze costs.

For more information, see Background Data for Lease Administration Overview.

Lease Portfolio: The Lease Portfolio process enables you to enter and maintain comprehensive lease information using a variety of methods, including adding lease data using a template. From the Lease Portfolio Dashboard, you can view lease information that includes alerts for upcoming lease and option due dates. The Lease Portfolio process includes a variety of reports including lease financial reports.

For more information, see:

Lease Portfolio

Add/Edit Overview

Lease Portfolio Dashboard

Viewing Alerts

Lease Administration Reports Overview

Suite Analysis From both Web Central and the Smart Client, this process includes tasks that enable you to track and manage suites. For example, you can view a floor plan drawing that highlights vacant suites, or view a list of suites that expire in a time frame that you specify. From ARCHIBUS Smart Client, the Suite Analysis process also includes tasks to create suite asset symbols using the ARCHIBUS Smart Client Extension for AutoCAD, and to develop your lease data using grid views. See Suite Analysis Overview.