Real Estate Portfolio Management / Cost Administration / Cost Administrator

Property and Building Benchmarks Reports

The Property and Building Benchmarks report presents benchmark calculations, which are displayed as unit costs per occupancy or square unit area (square feet or square meters) so that you can compare properties on an even basis. The report provides these benchmarks for each property, and also summarizes data for all properties in the report by providing the Average, Minimum, and Maximum for property data. The Average, Minimum, and Maximum enables you to compare a property to the group of properties included in the report.

The report includes the following types of benchmarks:

• Benchmarks used to evaluate the property's expenses and income in relation to its rentable area
• Benchmarks used to evaluate a property's expenses and income in relation to its number of occupants
• Building key ratios, such as the R/U, G/U, and G/U ratios, used to evaluate a building's efficiency

See the Property and Building Benchmark Calculations section for a description of the calculations used.

Note: To generate these efficiency ratios and the benchmarks based on rentable area, you must develop a Building Performance CAD inventory. This inventory includes a floor's gross internal area, vertical penetration areas, and service areas. See Building Performance (Process Overview)

You generate the Property and Building Benchmarks report by selecting the Cost Administration / Cost Administrator / Property and Building Benchmarks task .

This topic includes the following information:

• Restricting an Viewing Report Data
• Property and Building Benchmark Calculations
• Property and Building Reports When Using the Archibus Enhanced Global Feature Set

Restricting and Viewing Report Data

The Property and Building Benchmarks report presents its data on the following tabs from which you can set a restriction and view report data:

• Overview tab:

• Includes a Filter console so you can set restrictions that determine the costs and locations included in the report. For example, using the Filter console, you can specify the types of costs to examine (recurring, scheduled, actual, or a combination), as well as the time frame for which to analyze these costs. In the Leases cloud module, you work only with recurring costs.
• When reviewing the financial reports, be sure to consider how the Filter console was completed. See Understanding Financial Analysis Reports for more information on how costs are selected.

Note: When working with the Leases cloud module, you work only with recurring costs; the module does not support scheduled costs and actual costs.

Note: To set a custom date range, Select Other Date Range, and then enter a Start and End Date.

See Restricting Data Using a Filter Console for more information on using filter consoles.

• Provides details for the property, such as book and market values, Area Building Rentable, and property occupancy.
• Provides a variety of benchmarks for each property, such as Yearly Total Cost per Rentable Area that enables you to evaluate the property's costs in relation to the area being charged for, and to compare the property to others.
• Calculates the Average, Minimum, and Maximum for key property data. These statistics enable you to compare a property to the group of properties included in the report.
• Enables you to generate the information on this tab as a paginated report (DOCX file) using the Report button, and to export the data to Excel using the XLS button.

  Note: When you export the report data to Excel, the Average, Minimum, and Maximum values are not exported. You can use Excel's features to calculate these values for the exported data.

• Details: Click the Details button for a property on the Overview tab to examine information for the property, and details for any associated buildings, including building areas and efficiency ratios. Generate a paginated report for the selected property using the Report button.

Property and Building Benchmark Calculations

The Property and Building Benchmarks Report includes the following types of calculated fields:

• Area fields for the building and the property that are based on a Building Performance CAD inventory (such as the property's Area - Bldg. Rentable and the building's Usable and Rentable areas). See Areas Based on a Building Performance CAD Inventory.

  Note: The measured areas based on a building performance CAD inventory are calculated when the Update Area Totals action is run from one of the processes for the Space Inventory & Personnel application or Space Module, such as the Building Performance process. If your CAD specialist has made recent changes to your measured areas, ask your space manager or facility manager to run the Update Area Totals task so that these area changes are reflected in the Lease Administration, Portfolio Management, and Cost Administration reports. Additionally, some reports (such as Lease Abstract and Property Abstract) offer the Update All Room Area action (which runs these same calculations) from the report.

• Benchmark calculations that enable you to compare properties on an even basis. See Property Benchmark Calculations.
• Lease measured areas summarized for the property (Area - Lease Measured). See Lease Measured Areas
• Lease negotiated areas that are the areas negotiated between the tenant and the landlord and that are summarized for the property (Area - Lease Negotiated field). See Lease Negotiated Areas.
• Property costs based on costs entered for the property using the Cost Wizard. See Cost Wizard Overview. For a description of each cost, see Property Costs.

Property and Building Benchmark Reports When Using the Archibus Enhanced Global Feature Set

When the Archibus Enhanced Global Feature Set is enabled, the Property and Building Benchmarks report by default shows Base Costs (without VAT) in the Budget Currency, providing an assessment of these benchmarks independent of taxes paid and received.

You can generate the Property and Building Benchmarks report to show Total Costs, Base Costs, or VAT Costs using the Budget Currency, your User Default Currency, or a currency you select. Generating the report using the Budget Currency enables you to assess unit costs per occupancy or area using your organization's currency. The Payment Currency enables you to assess performance in the local currency.

From the Currency button, if you select the "Select Currency" option, you can choose to display the monetary value in either the Budget Exchange Rate or the Payment Exchange Rate for the currency that you select.

Just as when the Archibus Enhanced Global Feature Set is not enabled, the Property and Building Benchmarks report calculates benchmarks to compare buildings on an even basis. However, when the Archibus Enhanced Global Feature Set is enabled, the report calculates property costs using Total Costs, Base Costs, or VAT Costs depending on the selections you make to generate the report. See Selecting VAT Cost Types and Currency for Reports for a description of the cost fields used to show VAT costs in different currencies.

Area fields are displayed in the User Display Units of Measure set in the User Profile for the logged on user.

Differences between Costs on the Overview tab and the Details tab

When you have enabled the Archibus Enhanced Global Feature Set, note the following differences between the costs shown on the Overview tab and on the Details tab of the Lease Benchmark, Property and Building Benchmark, Property/Building/Lease Abstract, or the Rent Roll reports:

• VAT Cost types: The Overview tab shows costs using the VAT cost type you select. Using the VAT button, you can select to view Total Costs, VAT Only, or Base Costs. The Details tab always shows Total Costs, no matter what selections you make using the VAT button.
• Exchange rate type: When you first generate the report, for the Overview tab, the application converts costs from their payment currency to the display currency using the exchange rate type associated with the display currency (this can be either the payment or budget exchange rate type). The Details tab always shows costs using the budget exchange rate type, regardless of the exchange rate type selection made using the Currency button. For this reason, depending on your selections, different exchange rate types might have been used for the costs, and this can contribute to a difference between the costs shown on each tab.
• Effects of rounding The costs shown on the Overview tab have been converted from their payment currency to the display currency. For the Details tab, the application uses costs already converted to the budget currency from their payment currency, and converts them to the display currency. Because costs on the Details tab have an extra conversion, the rounding of decimal places when applying conversion rates can impact costs on the Details tab more than costs on the Overview tab.

See Also

Cost Administration Reports When Using the Archibus Enhanced Global Feature Set

Working with the Cost Wizard When Using the Archibus Enhanced Global Feature Set