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DYNAMICS ESTATE - FUNCTIONALITY DESCRIPTION
Dynamics Estate is highly technological real estate management software, created to automate a large spectrum of
time-consuming business processes and functions in the real estate management organizations who serve a large
number of customers and assets.
Dynamics Estate covers all 10 vital modules that can help your real estate company
achieve service excellence:
Red bubbles on modules display the number of unread notifications, informing real estate managers about
updates inside the Real Estate Management System in real time.
ASSET DATA AND LIFECYCLE:PROPERTY INFORMATION
Property information gathers all the information regarding physical objects with which the system operates.
Property information data model for Dynamics Estate is diverse: Entities can be connected to each other variously which gives accurate information about the portfolio and enables easy update when there are changes in assets. Flexibility ensures further development to meet the changing needs of customers and e.g. legislation.
The whole spectrum of property information entities are used to maintain asset data: Properties, Lots, Buildings, Spaces, Stairways, Rooms and Devices. System supports data management of all kinds of devices e.g. electric and water meter value import from third party systems and IFC Elements (automatically integrated constructional elements of building and e.g furniture related to space or room). Property information entities are shortly described next.
ASSET DATA AND LIFECYCLE:PROPERTY
General information like official name, business id, VAT id and registration date
Location, contact, size and control information
Records related to Property
Lots, buildings, stairways, spaces, and rooms belonging to property
Parties related to property e.g. owners, suppliers, service providers and management staff
Contracts and invoices
Cases, maintenance plans, equipment, devices and furniture
Appointments, events and activities
Documents
ASSET DATA AND LIFECYCLE:LOT
General and location information such as name, system id, official lot id, address information
and registration date
Size and building permission information, such as square meters, used and unused building
permissions, number of permitted parking spaces
Control information such as ownership type, owner, lessor, redemption rights, rent contract
validity, price and adjustment basis
Documents
ASSET DATA AND LIFECYCLE:BUILDING
General information such as id and building type (apartment building, row house, detached house etc)
Location information such as property to which building belongs to and address information
Size and structure information such as number of floors, square meters, volume, building material,
information about elevators, heating type, air conditioning, cooling and communication systems
Records related to building
Spaces and stairways belonging to building
Parties related to building, e.g. owners, suppliers, service providers and management staff
Equipment and devices
Contracts, cases and activities
Documents
ASSET DATA AND LIFECYCLE:STAIRWAY
General information like name and id
Location information such as property and building to which stairway belongs to and address
information
Size and structure data such as number of floors, building material and information about elevators
Records related to stairway
Spaces belonging to stairway
Parties related to stairway, e.g. owners, suppliers, service providers and management staff
Equipment and devices related to stairway
Contracts, cases and activities related to stairway
Documents
ASSET DATA AND LIFECYCLE:SPACE 1/2, ATTRIBUTES
General information about space type (apartment, warehouse, parking space etc) and if space
is in common or private use (e.g. Sauna or Laundry room)
Location information to which property, building and stairway space belongs to, which rooms
it has and address and floor information
Size and administrative information to be used when e.g. Rent amount is calculated based on
space related information such as square meters, share amount, allocated values or index
Financial and control information, such as VAT and redemption information
ASSET DATA AND LIFECYCLE:SPACE 2/2, RELATED RECORDS
Records related to space
Rooms, equipment, devices and furniture related to space
Parties, such as owner, tenant, resident, service provider, supplier, management staff
All invoices and contracts related to space (rent, liability, billing, reminder, reimbursement,
one-time etc)
Cases and activities related to space (repair requests, key orders, space renovations etc)
Documents related to space (e.g. user manuals for devices or maintenance instructions for
the tenant)
ASSET DATA AND LIFECYCLE:ROOM
General information like name and id
Location information, to which property, building, stairway and space room belongs to
Size and structure data such as square meters and building material
Condition information
Records related to room
Parties related to room, e.g. service providers
Equipment, devices and furniture related to room
Contracts, cases and activities related to room
Documents
CUSTOMER (TENANT) ANDSERVICE PROVIDERS / PARTNERS DATA
Party information module allows managing data for persons and
organizations effectively in one place. All needed basic, contact and
invoicing information about tenants, residents, owners, real estate
managers, service providers, suppliers and partners will be in one
place.
Customers, management staff and service providers are connected to
asset entities such as spaces and buildings with role based
connections. Information about relations can be retrieved from
contracts, business processes such as moving in/out or based on data
received from other systems. Connections are activated and
deactivated automatically based on validity values.
CONTRACT MANAGEMENT
Contract management module is responsible for all the data related to contracts: Rent Contracts, Liability Contracts, Insurance Contracts, Maintenance Contracts and Space Ownership contracts.
Contracts can indicate many parties, for example, one contract can specify two landlords and/or two buyers.
Real Estate System is flexible and can adapt to any number of parties and manage all kinds of property contracts.
Contract management allows business process automation
This module also includes Share Registers (official spaces ownership register) and Space Lists (listings of spaces, like apartments, parking lots, storage rooms, meeting rooms, etc.).
DOCUMENT MANAGEMENT RELATED TO REAL ESTATE ASSETS
Document Management related to Real Estate Assets will use the
document management capabilities of SharePoint.
• Document center functionality gives ability to generate word or
pdf files with entity data, save it to PC, send selected
documents via email (file will be attached automatically to
outgoing email) or save in SharePoint folder of current entity.
• For managing email attachments, PowerAttachment Add-on is
used.
• Multi-File Uploader is to allow CRM users and administrators to
upload/download multiple files (word, pdf etc.) to various
entities. Using SharePoint Uploader, it will be possible to
upload files from the form related to case or other entity. Files
will be moved into SharePoint automatically.
PICTURES RELATED TO REAL ESTATE ASSETS
Management of Pictures related to Real Estate Assets can be realized with SharePoint Multi-File
Uploader.
• SharePoint Multi-File Uploader allows filter the list of pictures, rename pictures, rotate, add
additional info (for example date) into picture. Using this functionality, the group of pictures can be
created, the price can be set and according to these pictures, Invoice can be created.
On portal Entity files Uploader allows to select entity to upload pictures and record. Here it is
possible to filter the list of pictures, rename pictures, rotate, set descriptions, create groups, delete
etc. Drag and drop feature makes image placement ease. Here pictures can be inserted into pdf to
easier printing. Or pictures can be downloaded in zip file.
MAINTENANCE (FAULT REPORTS, SERVICE REQUESTS)
Maintenance is realized via Cases management and Maintenance Plan.
1. Cases - cases registered by owners or residents via the portal or phone call
or by email (e.g., when the owner wants to redevelop an apartment and
resubmits new building documents).
Case management includes fault report from Customer, notifications for
property manager, sending emails to service companies, mapping
incoming emails, notification for Customer, resolving of fault report.
2. Maintenance Plan - list of works and their schedule that should be
executed according to maintenance contract, contains all the necessary
routine maintenance schedules, maintenance routines, logs of work orders
and repairs, and other relevant information (e.g., how often the building
has to be cleaned or how often minor repairs have to be made).
3. Task view – Tool provides an overall insight into assets and enables team
leaders and top managers to have control over properties, property
managers and tasks. Ability to monitor day to day activities in different
views: e.g. per property manager and per area.
MOVE IN-OUT-PROCESS
Move in-out-process presented by contract management:
Space ownership contracts for owners and Rent Contracts
for tenants.
1. For owner this process is realized using Space ownership
contracts with registration date, moving in date, etc.
Ownership transfer information includes Ownership
Transfer Rule, Ownership Start Date, Registration Date,
Payment Start Date, Right of Possession Date, Moving
In Date and Description. Process management module
also has
2. Contract Closing – the process of transferring a
property/building to another real estate company or (in
the best scenario ) lending it to your real estate
company.
ASSET / BUILDING / APARTMENT RENOVATIONS
Asset / Building / Apartment Renovations provides
Process management module, including Purchase Orders
and Service Calendar.
• Purchase Orders - this module allows fixing and tracing
all purchases that are carried out (e.g., equipment
purchase for a cooperative or apartment repair
preparation).
• Service Calendar – calendar of all service activities
including schedule of maintenance works, services and
general room reservations, schedule for processing
customer requests, and cooperative meetings (board
member meetings, voluntary activities, etc.).
BILLING AND ACCOUNTS RECEIVABLE
Dynamics Estate System supports any complex invoicing based on the
contract (like rent, billing or liability) data, consumption or e.g. based on
service reservations. Invoicing module allows to define rules for recurring
billing, automate monthly invoice generations and enable mass invoice
delivery. System currently manages creation of almost 100 000 sales invoices
per month.
Invoices can be either delivered directly to payers via email, post, sms,
einvoice or direct payment, or as invoicing material to another system to be
further processed.
Accounts receivable is managed mainly automatically based on sales invoice
data and payment data received via Dynamics Estate’s bank integration.
Payment Mapping tool provides user friendly interface for mapping incoming
payments missing bank reference code, splitting payments and creating
reminder and reimbursement invoices. Up to date balances for payer groups
are displayed in balance report.
Receiver Notification - notifications from the banks about new subscriptions
and changes to einvoice contracts.
Invoicer Notification enables sending notifications about changes in einvoice
services provided.
BOOKKEEPING
This module consists of accounting views and related
reporting.
Bookkeeping module allows working with Loan
Contracts, Ledger Accounting Book, Daily Book,Vat report,
Profit Statement, Balance sheet, and Account Statements
(data received from bank).
DATA ANALYZING,REPORTING POWER BI
Dashboard can be created for any entity and using any CRM data. For example, visualizations for:
• Cooperative Report – a very detailed report containing information about the selected apartment, including its debts, credits,
balances, monthly payments, devices metrics, owner, etc.
• Share Register Report and Vote Register Report - report of property rights register; allows viewing shares and voices distribution
between the apartments.
• Balance Report - displays the total balance for each personal account and allows viewing bills that have been billed and paid and
money returns.
• Loan Detailed Report - contains detailed information about loan, parties, and all operations.
• Profit Statement Report and Balance Sheet Report - these financial reports display accumulation and write-offs on personal
accounts.
• Budget Comparison Report - comparison of planned and actual spendings in one report.
• Maintenance Plan Report - report on routine maintenance schedules, logs of work orders and repairs, etc.
• Financial Statement and Annual Report - annual financial reports.
COMMUNICATION MANAGEMENT
Communication management module is a vital part of
Real Estate System.
It allows easy connecting both persons and organizations
with all communication methods (post, email, sms) with
only few clicks.
Communication can be done as a mass and role based,
e.g. send email to all tenants within certain area or to
deliver sms notification about scheduled water shutdown
for tenants connected to specific building.
EVENT MANAGEMENT
Event management involves data management of
different kinds of Appointments, like Board Meetings and
Voluntary work meetings. Document management and
communication modules are used to deliver invitations,
meeting minutes and related information to correct
persons with different delivery methods.
CONTACTS
Leoforos Spyrou Kyprianou, 67, Kyriakides Business
Center, 4003, Limassol, Cyprus
+35725030981
www.dynamicsestate.com
