Endorsed by CIPFA BusinessCad-Capture is a strategic partner

Rationalisation | Space Utilisation | Space Charging | Area Assessment

What If? Modelling | Property Benchmarking | Property Cost Analysis

Take control of your property occupancy data

the data management experts

AssetCapture OEA™

Occupancy Efficiency Assessment for the Public Sector

Data InAssetCapture OEA™ is designed to auto populate with data from a

variety of sources, saving users enormous amounts of process time and

removing the potential for manual input errors. The utility will link with

and accept data directly from all major Asset Management and Financial

Software Systems. OEA's user-manageable upload interface allows further

flexibility to create unlimited bespoke upload parameters, guaranteeing

slick and accurate data population from any source.

AnalyseAssetCapture OEA™ integrates and processes your raw property data in a matter

of seconds, reporting back a meaningful and detailed occupancy analysis of your

property, complete with accompanying colour-coded floor plans, graphs and

financial occupier breakdowns. This thorough occupancy analysis goes down

to individual room level and allows users to truly 'optimise' space utilisation by

highlighting clearly where inefficiencies exist and improvements can be made.

This stage of the process can also be used to produce an 'ideal' occupancy

scenario based on a range of user-specified target KPIs, advising you how staff

could be located, room-by-room, in order to achieve your goals.

OptimiseFollowing the occupancy 'optimisation' process – which can be

automated, manually assessed, or a combination of both – OEA

will then report back an updated scenario based on the improved

efficiencies achieved. This analysis allows direct comparison of

the 'before and after' model and the detailed level of reporting

allows users to identify clearly the actual cost savings and area KPI

improvements that could potentially be realised.

Manage & ReportAssetCapture OEA™ detailed occupancy breakdown reports are used

and applied by existing clients in a number of ways, from assisting in

project-based rationalisation programmes, to the on-going management,

monitoring and benchmarking of property occupancy. OEA covers every

recognised and relevant property occupancy KPI that exists, from basic

area analysis to time-based utilisation, from the cost of an entire property

to the cost of a workspace. AssetCapture OEA™ removes the inconsistency,

removes the manual process burden and brings comprehensive occupancy

analysis to your desktop.

Simplicity to Efficiency: The Process

The ChallengeWith the need and opportunity for organisations to realise tangible savings from the more efficient utilisation of property assets having

never been greater, property managers face a number of challenges in attempting to analyse, contrast and effectively manage a variety of

occupancy scenarios.

Whether embarking on a targeted property rationalisation programme, reviewing and improving an existing office accommodation

strategy or assessing the options for shared services and co-location, a similar data challenge presents itself. It is a challenge that can doom

a project to failure or produce results of an inconsistent and arguably irrelevant nature, if not tackled properly.

AssetCapture OEA™ is helping property professionals from across the spectrum to overcome this hurdle, providing the ability to analyse and

report on real-life property occupancy scenarios with a speed, accuracy and consistency that has never before been possible.

Q. What is it?A. AssetCapture OEA™ is a unique integrated software utility that offers public and private sector property managers the ability to analyse

and effectively manage the occupancy of buildings across the portfolio.

Q. Is it an Asset Management system?A. No, absolutely not. AssetCapture OEA™ is a low-cost utility specific to the process of assessing and managing property occupancy and

space utilisation. OEA is licensed on an organisation-wide unlimited user basis, with no hidden extras.

Q. Our Asset Management system has an ‘occupancy module’, isn’t this the same?A. Not at all. AssetCapture OEA™ is used by an array of public and private sector organisations who already have a number of mainstream

Asset Management software systems in place, but require the additional functionality of OEA. AssetCapture OEA™ goes beyond static data,

allowing users to model real-time 'what if?' scenarios and actually work on improving their occupancy efficiency as opposed to simply

reporting an existing occupancy KPI.

Q. How does it work?A. There are essentially three stages to the OEA process.

` Data input

` Data analysis/manipulation (Occupancy Efficiency Assessment)

` Reporting

AssetCapture OEA™ is designed to integrate directly with property CAD drawings, allowing instant and interactive data linking between the

utility and the plans.

The utility is user-manageable to accept bulk data upload from a variety of asset management and accountancy software packages.

Unique room referencing is used to marry all relevant information together within OEA, allowing slick and accurate analysis of property

occupancy with a unique combination of automation and user-override ability.

A variety of hard hitting reports are produced automatically in the form of charts, financial tables and colour-coded CAD drawings.

Introducing AssetCapture OEA™

CAD-CAPTURE | the data management expertswww.cadcap.com

The first step towards maximising the occupancy efficiency of a property, or portfolio of properties, is to establish an accurate and

true understanding of the make-up of space contained within.

Coming up with an area per workspace KPI based on existing room usage and area data is simple, anyone can achieve this with little

or no thought. But how useful is this calculation in reality? What does it actually tell you about the efficiency of a property, and how

far will it really lead you in identifying the opportunities for improvement?

Some questions to consider...

` Is the area information that I am basing my calculations on accurate? If not, how relevant are the results that will be produced?

` Are the area figures that I am using GIA, GEA, NIA, TFA etc? Simply applying the wrong area indicator figure can produce results that

are wildly misleading.

` What is the make up of the building? What % is 'usable' as office space, what % constitutes circulation, storage and meeting rooms, and

could some of these areas potentially be developed to create improvements?

` What are your occupancy KPIs at room level? Are there disparities throughout your property that could further improve space

utilisation? Assessing occupancy at the deepest level and working from the bottom up guarantees optimum efficiency. Remember:

ticking a box to say that a property meets a high level target KPI could be leaving money on the table!

` Are you in control of workstation utilisation? Can you track this accurately, and what potential may these figures identify for smarter

ways of working or increasing the staff to workspace ratio?

AssetCapture OEA™ offers users a thorough Occupancy Efficiency Assessment that gives consideration to each of these questions,

with the end result being a consistent and meaningful set of data from which better informed decisions can be made.

“Lowering occupied space will enable the public sector to lower its property running costs. The average space

occupancy rate within the public sector is estimated at 14.5 m2 per full time employee (FTE). This figure is on

average 20%-30% higher than the 2008 Government Space Standard of 12 m2 per FTE for existing properties.”

Excerpt from the foreword of the report Leaner & Greener: Delivering Effective Estate Management - Matthew Hancock MP

Understand the Space You Occupy

“AssetCapture OEA™ in conjunction with detailed intelligent AutoCAD drawings has enabled the Council to undertake rapid

occupancy evaluations. The speed of analysis, accuracy and presentation provide a powerful case for the move forward to

effective space utilisation.”

Brian Allan – Principal Asset Manager, Sunderland City Council

Client Testimonial

Whilst a clear and accurate picture of area related KPIs is essential to delivering and managing a successful overall accommodation

strategy, ultimately it is the actual financial cost and cost saving benefits that will truly drive those within an organisation to pull in

the same direction and realise maximum efficiency.

Allocating costs to a property and reporting on and monitoring these,

whether notional or real-life FM costs, can reap significant reward in

incentivising better use of the space your organisation occupies.

Some questions that you may want to ask…..

` How much, in real terms, do the meeting rooms within your core

office properties cost? How much do they cost during the time they are unoccupied?

` What is the average cost of a workspace in Building 'a'? How does this compare to Building 'b'? The TOCS 2011* states the average

cost of a workspace at £4,200 - £14,500. Where on the scale are you? AssetCapture OEA™ assists organisations in identifying and

reducing this figure.

` Why is the cost per workspace for Team 'x' significantly more than that of Team 'y'? Do they need that extra space?

` How do workstation utilisation figures vary? What is the cost implication of this? What are the costs to our organisation of unused

workspaces, and how can we improve this?

` If we could get more people into this property by using space more efficiently, what impact would that have on the shared FM costs

per department? How can we use these potential cost reductions to incentivise improvement?

` Do staff and department managers really understand the cost of running the estate? Could highlighting occupancy costs, and

in particular departmental cost variances and the costs of unused space encourage staff to think about their requirements more

prudently?

AssetCapture OEA™ provides a detailed financial breakdown of the costs associated with the occupancy of your properties.

Users have the option of importing actual property FM costs or applying a notional figure from which the utility will then calculate,

offering breakdowns including but not limited to;

Cost per workspace, department, room - Time based utilisation costs (per annum, week, minute) - Benchmarking and comparison

reporting of all cost measures

* Total Office Cost Survey 2011 by Actium Consult Ltd

Space Costs! The Bottom Line

“Cad-Capture’s AssetCapture OEA™ utility is an invaluable tool in the process of making sense of your property utilisation data. As well as

offering a range of visually striking reporting options, the utility’s detailed financial element adds weight and relevance to your decisions, as

we all strive to achieve maximum efficiency”

Nick Totton – Westminster City Council, Corporate Property Services

Client Testimonial

“Local government should incentivise efficient use of space at all levels. They should introduce techniques varying

from an internal charge for the property use, to allocating a share of benefits from the sale of vacated property for

their own budgetary use, to further incentivise occupied space reduction.”

Recommendation 4 of the report ‘Leaner and Greener:Delivering Effective Estate Management’, a product of the Westminster

Sustainable Business Forum launched in February 2011.

CAD-CAPTURE | the data management expertswww.cadcap.com

Apply AssetCapture OEA™AssetCapture OEA™ offers users a comprehensive solution to a number of property occupancy related data challenges.

Here are a few examples of some of the functionality of OEA that our existing clients have benefited from;

With OEA You Can

9 Link a property CAD file or area information from any other source, input a target KPI and OEA will work from the top down to advise how many staff can be housed in a building or buildings, room by room, and associate either real-life or notional occupancy costs

9 Input existing property occupancy information and OEA will report your current occupancy efficiency in detail, highlighting clearly where inefficiency exists and improvements can be made

9 Compare and contrast a number of different occupancy models to explore how improved efficiency can best be achieved, with the facility to view in real-time the potential cost benefits whilst producing comparison reports to support your assessments

9 Compare and benchmark occupancy across properties, departments and service sections to as deep a level as required, including full cost breakdowns

9 Produce data tailored to sector specific benchmarking , e.g. Police NPEG/MACE

9 Explore in detail a range of 'what-if?' scenarios, including space remodelling, working-in any development costs to see a concise picture of the potential benefits and ROI period

9 View actual occupancy cost data, per worskspace, per department, per head across a property or batch of properties, benchmarked graphically and numerically

9 Use these costs to produce space re-charging data, based on accurate information, in a matter of minutes

9 Consider the furniture available to you in planning your office environment, incorporating potential limitations into your OEA calculations

9 Use the OEA interface to bulk-update or create new CAD attributes within your property drawings using our AutoCAD-link functionality

9 Produce a range of striking property occupancy reports in minutes, including instantly colour-coded CAD drawings based on the RAG traffic-light occupancy efficiency indicator

Some Key Benefits

9 AssetCapture OEA comes as an unlimited-user authority wide license and can be purchased for a low one-off cost

9 The utility interface is designed to run within the Microsoft Excel engine, making it highly intuitive whilst removing common IT systems restrictions

9 AssetCapture OEA can operate in conjunction with CAD drawings, Asset & Facilities Management Systems or be tailored to accept data from any other source, allowing users to maximise the benefit of information currently held in a variety of forms

9 All information reported back is 100% relevant, with detail covering all key space utilisation KPIs. AssetCapture OEA is endorsed by CIPFA

9 OEA negates the need for costly consultants with on-going fees, giving users the power and control whilst simplifying the entire process

9 The utility can be used quickly and simply, day-by-day, week-by-week to ensure that property occupancy data never again becomes unacceptably outdated. OEA makes efficient, monitored, controlled property occupancy the norm - not a project

Call now to book your FREE demonstration* of AssetCapture OEA™ AssetCapture OEA™ Hotline: 01254 504455

*Demonstrations are available on site at your premises, or via WebEx as preferred

“SAY”“As we continue to review and evolve our overall Office Accommodation Strategy here at Wandsworth Council, AssetCapture OEA has been of invaluable assistance to me in planning and reporting on a variety of occupancy scenarios for our cabinet members.

The OEA utility has allowed me to quickly analyse and benchmark space utilisation across a number of council properties with a level of accuracy that would previously have been extremely difficult to achieve.

The CAD integration and detailed reporting options of OEA have provided me a comprehensive visual and numeric breakdown of all the relevant data, with the end result allowing me to make better informed recommendations that carry far more weight and relevance when presented to the committee.

I am extremely happy with the return Wandsworth Council has seen on the modest investment made in AssetCapture OEA and I do not believe that I could have made the progress I have without it.

“OEA” has become a glossary term within recent accommodation review reports and I will undoubtedly continue using the utility over the next few years as the Council seeks to maximise efficiency and effectively manage the office space that it occupies.

I would have no hesitation at all in recommending Cad-Capture and AssetCapture OEA to another authority and have been delighted with both the product and the customer service I have received.”

John Dutton, Head of FMS, Wandsworth Council

WHATour users

Cad-Capture also offers the following services:

` Measured Building & Land Surveys

` Condition Surveys

` Asset Management Consultancy

` Property Occupancy Surveys

` Workspace Utilisation Surveys

` Intelligent CAD Enhancement

` Asset & Desk Layout Surveys

` 360° Room Photography

` AutoCAD Utility Toolkits

` Scanning & Digitisation

A selection of AssetCapture OEA™ users from across the public sector:

Westminster City Council, Sunderland City Council

Royal Borough of Kensington & Chelsea, London Borough of Hackney

Lancashire Constabulary, Thames Valley Police, South Yorkshire Police

Derbyshire NHS Healthcare Trust

Perth & Kinross Council, Aberdeen City Council

Scottish Natural Heritage

Flintshire County Council, Vale of Glamorgan Council, Carmarthenshire

County Council, South Wales Police, Gwynedd Council

Call now to book your FREE demonstration

AssetCapture OEA™ Hotline: 01254 504455

cadcap.com/oeademo

CAD-CAPTURE

Barnfield House

Accrington Road

Blackburn

BB1 3NY

t: 01254 504400

f: 01254 504401

w: cadcap.com