4FMS Software

With our 4FMS Facilities Management Service Charge and Business Analytics Models and software solutions, business integrity of the data used for decision making is ensured and you can answer questions immediately without having to spend time analyzing as built, service and contract data and preparing spreadsheets and ensure numbers you can trust.
Service Charge Modelling

4FMS Service Charge Modelling software developed specifically for the Middle East real estate sector has the following attributes and benefits:

Functionality:
  • User friendly interactive software for calculation and apportionment of service costs and service charges for all types of real estate development
  • Supported by extensive database of wide range of actual and benchmark asset maintenance costs (e.g. HVAC, Mechanical, Plant, Electrical, Plumping, Civils & Fabric & Specialist Systems) and FM service costs (Cleaning, Housekeeping, Waste Management, Landscaping & Irrigation, Security and ad hoc services)
  • Capability to generate operating and capital replacement (Sinking Fund) costs over 25 – 30 years asset life cycles

Our software includes for weighting and apportionment of Service Charges between the various elements within a real estate development or individual towers, mixed-use developments, facilities and buildings to ensure appropriate, accurate and best practice allocation of service costs between end users.

Our interactive software includes capability to adjust and update asset categories and quantities and operations service data to effectively “track” design, procurement and development changes as they may impact upon future service charges. Our software also has the functionality to change all costs, inflation, service and related variable factors and data.

Benefits:

Our Service Charge Modelling software has a range of benefits, for our customers including:

  • Provides life cycle costs for all types of asset categories and services including for Buildings, Communities, Amenities, Infrastructure, Marinas and Utilities
  • Provides for all associated “soft” FM costs including Cleaning, Security, Catering, Transportation, Landscaping, Management, Administration, Manpower and Labour, Consumables, Spare Parts and associated costs including inflation, legal, insurances etc.
  • Demarcates service charges / service categories between utilities, infrastructure, buildings and support facilities services and end users.
  • Confirms annual service charge revenue and cost requirements for Operations and Maintenance services and Capital Replacement fund projections (sinking funds) for a development
  • Supports the preparation of FM operating budgets
  • Supports benchmarking of FM Operator and Service Provider costs
  • Details each line item for each service category (technical and non-technical services) calculated on a m2 and sq. ft. basis to meet client’s obligations to the owners , tenants and concessionaires under the Service Charge Fund
  • Ensures all individual Community, Infrastructure, Utilities, Building and support service elements and assets are analysed, captured and included in the service charge provisions on the basis of Life Cycle Analysis principles
  • Provides basis for potential review of proposed design and specification solutions from a long term Operations and Maintenance perspective
  • Adds substance to and avoids ambiguities in the Sales / Purchase and Development Agreements, Tenancy Agreements and Concession Agreements related to Operations and Maintenance obligations and responsibilities
  • Provides “weighting” and allocation of Service Charges between the various elements and end user categories within a development
  • Serves as a scoping guide and financial cross-check to FM operator and subcontractor procurement processes
  • Provides transparent model and narrative to assist discussions and negotiations on service levies with owners, tenants, operators and end users
  • Supports basis for future Asset Management and Operating and Maintenance budgets for any developments and facilities
  • Provides compliance with local Property Law legislation and best practice service charge & levy principles
Global Data Setup

Global data

Total Cost Summary per Building User

Total cost

Note: Above sample is for “Apartment” User only. Other “Building Users” with separate individual worksheet summary

Cost Consolidation

Cost consolidation

Weighted Criteria

Wieghted criteria

  • Weighted Criteria Assessment Matrix – This will be the basis of proper apportionment between different users (Apartments, Offices, Hotel, Retail Areas and Parking Areas) for their share of the costs related to the general interior and exterior common areas
  • The Weighted Criteria Assessment Matrix is a tool designed to aid in making decisions involving a number of criteria.  As the name suggests, these criteria are ‘weighted’ based on their benefits or usage to the decision.  Each criteria must be assigned a number.  In this spreadsheet the numbers are on a scale of 1-6, although any scale could be used (1-10 for example).  Higher number means higher share of the costs or the benefit derived.
  • There score (percentage) will not be directly used.  This will be weighted against each building user’s area thru “Weighted Average”
Sample Pie Chart

Sample Pie

Business Analytics Modelling

4FMS Business Analytics Software (IBM Cognos TM1) and 4FMS Consultancy Services compliments and supports our Service Charge Modelling and your financial transaction software systems.

As recent studies have shown, organisations that apply analytics outperform their peers. Just look at their financial results: up to 1.6X revenue growth, 2X EBITDA growth and 2.5X stock price appreciation.

Key characteristics of a sustainable analytic solution:

  • You can answer your executive’s questions within minutes and provide supporting documentation
  • You remove the risks associated with manual or semi manual processes
  • You have one application for analytics, reporting and business process improvement integrated across your entire business
  • Remove layers of interdependencies, databases, spreadsheets, home grown applications and consolidate onto one platform

Business leaders need answers to fundamental business questions and this information is simply not available in an ERP system:

  • What are my cost build up per plot, building and service in projected and actual cost terms and on a M2 basis?
  • What is the effect on my bottom line if I change my ramp up cost or add additional assets, service lines or service providers?
  • If I or may service providers need more resources to maintain and optimise service delivery what will it cost?
  • How do I allocate and apportion cost drivers & costs (internally & externally)?
  • How do I assess and track service costs aligned with service charges to customers?
  • How do I benchmark service costs for different categories & types of buildings & facilities?
  • How do I create worst and best case or additional scenarios for unforeseen (financial & non-financial) projects from a bottom up perspective?

4FMS Facilities Management Analytics Models is build to suit your specific business requirements and it covers all the typical management practices from Planning, Budgeting, Forecasting, Integrated Financial Reporting, Analytics and scenario modelling. The model is built at the level of detail required by the business and caters for as many different versions as required by the business (e.g Plan, Budget, Actuals, Forecast 1, Forecast 2, etc.)

4FMS Facilities Management Analytics model is specifically designed for Asset Owners, Developers and FM Operations businesses in the Middle East and:

  • Integrates relevant financial & non-financial data, from multiple disparate sources into a single platform
  • Empowers people in all roles (internal and external) to explore and interact with information and deliver insight and depth to their financial and non-financial reporting functions
  • Optimizes decision making – whether they’re made by individuals or are embedded in automated systems
  • Provides insights based on analytics through secure, real-time collaboration and data analysis
  • Enables access to your information using traditional Excel or browser or mobile devices improves facilities operations, planning and forecasting and effective management to achieve better and more accurate business projections and outcomes
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