ARCHIBUS Lease Administration is a Web-based application that supports the daily activities required for managing a portfolio of leases.

There are two basic functions that the application supports: 1) Adding or editing data for buildings, structures, and land. Collectively, these are referred to as your portfolio items 2) Managing the portfolio.

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The Lease Administration solution is designed to support a dashboard user interface for its basic functions. That means that each of these functions can be fully managed using a single dashboard.

The basic building and property information can come from other applications or activities within the ARCHIBUS solution or through the Add/Edit Wizard that is part of this application.

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The Add/Edit Wizard guides the user through the process of defining a new portfolio item, or editing an existing one using a set of dynamic tabs. In the first step the user needs to define the nature of the portfolio item and the task to perform. The Wizard supports adding or editing three types of portfolio items: Buildings, Structures, and Land. Each type can be owned or leased and even subleased.

After defining the Portfolio Item type and required action, the Wizard automatically generates additional tabs that gather relevant information on the following items: location, recurring costs, dates, associated leases, relevant contacts and documents. For leased portfolio items, additional tabs will appear, gathering information about recurring costs, options, clauses and amendments.

The user can also add information internal to a building, such as usage and area. This can be done using the “Suites” tab.

The second basic function is the daily management of the portfolio. Here the focus is on the lease portfolio as leases typically require examination on a regular basis. The Portfolio Dashboard has four parts: the selection tree, the management area, the details area, and the alerts view.

The selection tree is where the user selects the lease to focus on. To make it easier to navigate through the portfolio, the list is grouped by country and city. Additionally, there are indications regarding the type of the property (building, structure or land) and the nature of the lease (lease or sublease, tenant or landlord).

After the user selects the lease to view, its information will appear in the Details and Management areas. In the Details area, a user can view and edit lease abstracts or obtain the building or property information (by selecting the building/property hyperlink).

In the Management area a user can view the lease on a map (if the optional GIS capability has been enabled) and obtain all of the detailed information on the selected lease by moving between the tabs.

A user can also add new items, or edit existing ones, by clicking the “Add New” or “Edit” action buttons.

The Alerts view presents upcoming and/or critical lease and option due dates. These alerts are personalized per user role. For example, a lease administrator can setup lease due date alerts to appear 120 days before the end of the lease, leaving enough time for negotiation. On the other hand a business unit manager that needs a shorter notification for arranging a move can setup the same alerts to appear only 80 days before due date. Additionally, these users can define color coding for their alerts. The same lease administrator can further define, that the lease due date alert will change from green to yellow if the due date is within 60 days or less and from yellow to red if the due date is within 40 days or less. The definition is at the Alerts Definition view.

The alerts functionality is integrated into the dashboard in such a way that clicking on a specific alert will present the details on the selected lease.

There are also several summary tables provided with the Lease Administration application. The cash flow analysis summary table provides a recap of the recurring costs grouped by month for a full year based on different criteria set by the user such as, geography, cost category, and time period. The user can drill down from that report to costs associated with a specific month, a specific lease, or a specific cost component.

Other useful summary tables provide details on a selected lease, building, structure or land. For example, the Building Details summary table provides general information about the building as well as the leases, suites, documents, and contacts associated with this building.

ARCHIBUS Software Modules

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