Real Property / Portfolio

Portfolio: Background Data

Using the Real Property / Portfolio / Background Data tasks, you can develop geographic, property, and location data (sites, buildings, and floors) to facilitate data entry for Lease Administrators and Portfolio Managers, as they enter information for new buildings, structures, land, or leases.

If the geographic locations were not yet developed in another Archibus domain, you can develop these locations using the Background Data tasks of the Portfolio or Leases applications.

To define your background data:

1. Define geographic regions, countries, regions, states, cities, and sites for your real estate portfolio. See Developing Geographic Data.
2. As the Business Process Owner, you can define properties that represent land or structures. Lease Administrators and Portfolio Managers can then add buildings and leases for these properties using the Portfolio Edit tasks. See Define Properties.

   Note: Lease Administrators and Portfolio Managers can also add properties using the Portfolio Edit Wizard.

3. Define sites, buildings, or floors. See Developing Locations.

   Note: To have portfolio items appear in all key performance indicator charts grouped by geographic location, you should develop the entire space hierarchy. That is, you should enter the Country, Region, State, City, and Site Codes.

4. From the Portfolio application only, you can define county information. See Define Counties.

You can define the following additional background data as needed:

• Define Facility Types - By designating the facility types for your suites, you are able to group key performance indicator charts by the way the building is used. For example, you can generate a chart for a building showing its total estimated suite area for manufacturing areas and for office areas. See Defining Facility Types.
• Define Companies -You define information for the companies you add as contacts for buildings or leases. You can also associate these companies with accounts. The information you enter is automatically filled in when users select the company as a contact. See Defining Companies.
• Define Employees - You can add or update staff or contractor information. The employees you add are available in the selection list for the Exercised By field when Lease Administrators add options or amendments from the Options or Amendments tabs of the Portfolio Edit task. See Defining Employees.
• Define Amenity Types - When you define amenity types, Lease Administrators and Portfolio Managers can then use the Add Amenities tasks to add these amenities to properties, buildings, or leases, so that they can track and manage specific amenities. See Defining Amenity Types.
• Define Lease Templates - To facilitate and reduce lease data entry, you can define lease templates. Lease templates include frequently entered information that is automatically added when adding new leases using the template. See Defining Lease Templates.
• Define Fiscal Year - This task enables you to enter the fiscal year start date for the financial calculations used in reports. See Defining Fiscal Year.