Archibus SaaS / Leases / Suite Analysis
Real Property / Leases / Suite Analysis

Suite Analysis Overview

The Suite Analysis process enables you to develop a suite inventory that includes a suite's associated leases, so that you can track, manage and analyze your suite data. You can view suites by leases to compare actual areas against negotiated areas, compare total floor area to total suite area to find missing rentable area, locate suites with leases that are about to expire to warn of upcoming lease renewal, move, or brokerage needs.

Smart Client offers tasks for depicting suites in CAD floor plans as well as data development tasks. The Smart Client data development tasks are for your convenience and are particularly useful for bulk editing, such as importing a number of lease records at once. The same functionality is available in Web Central. You can review the below help topics to determine which method you want to use.

Graphically Documenting Leased Areas with Suites

You have the option to develop suites to graphically document leased areas using suite polylines to be depicted in floor plans. You develop suite drawings using the Draw Suites task (Smart Client). Not all users require this level of detail; for some users, an alphanumeric inventory of lease data and its negotiated areas is sufficient.

You may want to graphically depict leased areas with suites for the following reasons:

• By graphically depicting leased areas, you can generate accurate area figures that reflect the true dimensions of your leased areas; these areas are known as measured areas.
• Comparing measured areas to negotiated or estimated areas agreed upon in a lease document can indicate leases that should be renegotiated.
• You can use suite drawings to find vacant areas and upcoming vacancies.
• Suite drawings aid brokers in illustrating the space available to prospective tenants and aid architects in drawing up fit-out plans.

To develop floor plans with suites, you can:

• add your suites to an existing floor plan that already has gross areas, service areas, and vertical penetrations (developed with the Building Performance Inventory (Space)
• add your suites to a floor plan that does not have this information by using the floor plan's grid lines as a reference.

Additionally, if you choose to track performance information with your suites, you can do the following:

• You can find "unaccounted" areas—portions of the floor that are rentable but that are not currently being charged to any lease.
• You can use measured suite rentable areas to charge back accurately prorated building and property costs to your leases. See Chargeback Cost Wizard: Overview.

Note: Rather than use suites to depict leased area in a floor plan, you can use groups or rooms. See Select Lease Area Method

Procedure for Creating a Suite Inventory

1. Develop background data for your locations: If you have not developed your space and geographic locations using another Archibus application, you can do so now. See Background Data.
2. Develop your lease data.
   • From Smart Client, use the Define Leases task, a grid view that is an efficient way to bulk update data. See Define Leases (Smart Client).
   • From Web Central, you develop lease data and associate leases with suites. You can add additional lease data, such as base rents, options, clauses, and amendments. using the Real Property / Leases / Lease Portfolio / Portfolio Edit Wizard, or the Portfolio Edit Form - Complete tasks. See Overview of Tasks for Editing Leases and Portfolio Items and Entering Lease Information.
3. Develop your suite inventory:
   • From Smart Client develop suite asset symbols:
     • Your CAD specialist can use the Archibus Smart Client Extension for AutoCAD to create suite asset symbols. See Draw Suites.
     • Associate suites with the leases you have defined. See Define Suites by Leases (Smart Client).
   • From Web Central, develop an alphanumeric suite inventory.
     • Use the Portfolio Edit Wizard to add suites. See Enter Suite Information.
     • You can also use the Portfolio Edit Wizard to review suite records that were created by developing suite asset symbols in CAD.

4. If you have developed floor's gross internal area, vertical penetration areas, and service areas (Building Performance process), and you depicted suites in your floor plans in Step 3, you can see portions of the floor that are rentable but that are not currently being charged to any lease. See:
   • View Unaccounted Suite Area (Smart Client)
   • Building Performance Inventory (Process Overview) for information on developing gross areas, vertical penetrations, service areas.
5. For both an alphanumeric and a CAD suite inventory, you can generate suite reports.