Portfolio Management
Site Summary & Site Attributes – Site Attributes including the site address, shopping center, geographical data, opening dates, size and company roll-up (regions, districts, etc.) are displayed on the Site Summary page. The Site Summary page also includes a store front photo and links to aerial map web pages. The Site Summary page may be customized for each client.
Capital Expenditure Tracking – the Capital Expenditure page and corresponding report has rows for client defined categories and columns for Estimate, Bids, Award, Actual and Variance. Capital costs may be entered by invoice or in total directly on the grid. The construction and project costs may be entered at the invoice level. Each invoice may be distributed across multiple line items. The invoice data may be batched and interfaced with the client’s Accounts Payable system.
Contacts – Contacts that have been attached to each site are displayed in the contacts grid by contact type. A single contact may be attached to multiple sites to reduce data redundancy. Ability to create Mail Merge file for multiple contact types (landlords, notices, property managers, etc.).
Co-tenants & Competitors – Co-tenants and Competitors that are attached to each site are listed in the Co-tenants grid. Required co-tenants are flagged for easy monitoring. The Co-tenancy or Anchor Clause from the lease is displayed on the Co-tenants page for easy reference.
Delivery Tracking – Delivery mile stones including delivery notices, SNDA dates and Memo of Lease dates are displayed on the Delivery page. Client defined delivery tasks are displayed in a tasks grid and updates are made directly on the grid.
Demographics – Client defined demographic categories are pre-loaded for each site. The columns of the demographics grid include: 1 Mile Radius, 3 Mile Radius, 5 Mile Radius and 10 or 20 Minute Drive Time. These columns may be adjusted to meet each client’s requirements. The demographic data may be imported from a third party data source or entered manually. SiteTools f(x) comes pre-loaded with a Zip Code database that includes census demographic data.
Letter of Intent (LOI) – Letter of Intent content including delivery and projected opening dates, terms, lessor charges, early termination, tenant improvement allowances, repairs and maintenance and co-tenant requirements are displayed on the LOI page. A signed copy of the LOI is typically attached to the LOI page in pdf format for easy reference.
Nearby Sites – Based on latitude and longitude settings, the closest approved and open sites are displayed in a grid showing the distance from the current site in miles.
Photos – Site photos are attached to each site and displayed in a “thumbnail” format. Clicking on one of the thumbnail images downloads a high resolution version of the image. Pictures taken with a smart phone or tablet may easily be uploaded and attached to a site.
Pipeline Tracking & Reporting – Client defined Development Tasks are displayed in a tasks grid. Updates to the tasks are made directly on the grid. Changes from the previous Pipeline Status Report are highlighted on the current Pipeline Status Report for easy identification.
Project Management – the Project Management module may be used to track site related projects such as refurbishments, signage upgrades, etc. Each project has multiple client defined tasks attached. Each task has fields for start and end dates, estimated and actual hours and costs, status, assignment, etc. PDF file and other files may be attached to each task.
Real Estate Committee (REC) Approval Form – Customized REC Approval Form is generated from the portfolio data for each site. Typical sections of the form may include site attributes, demographic analysis, nearby sites, deal terms, site considerations, hurdle rates and pro-forma information. This report is often used as a cover sheet for the Real Estate Committee package.
Real Estate Plan – The Real Estate Plan page displays summary site information including a sales graph, current and future rent amounts, lease expiration and remaining renewal options. A Recommendations grid displays a history of executive recommendations concerning the on-going operations of the site.
Sales & Financial History – Annual sales, gross margin and operating income) or client defined attributes) are displayed in the Sales History grid. Trend sales or trailing twelve month sales may also be uploaded and displayed in the sales grid.
Site Analytics – Customized site analytics page shows additional attributes that are deemed important to each client’s site selection process. Examples may include distance from freeway exit, access to site, distance from regional mall, distance from college, etc.
Standard Reports – Portfolio Management standard reports include Capital Expenditures, Construction Summary, Co-tenants Report, Delivery Status Report, Opening Schedule, Pipeline Status Report, Prospective Sites, and Real Estate Plan, REC Approvals by Market, Square Footage Report and Store Directory.