cassidyturley.com | 7
Financial & Operational Reporting
Using the technology dashboard, standardized and customized reports are
developed according to the frequency required. Sample reports include:
©Copyright 2012CassidyTurley.All rights reserved.
Prepared for:
ClientName
February 2012
Sample Monthly Report
February Services Summary
RealEstatePortfolio
Value toFee
FinancialPerformance
Expenses
H/Lvs.
February
Actual
2012OPC
2011Actual
YTD
$1,294,022 ($129,915) ($141,376) ($284,974)
IdleFacilities
Facility
ExpectedExit FebruaryExpenses
Weeks
12/31/2012 $69,184
*Calculatedas cost savingsdividedbymanagement fee
Occupancy&SpacePlanning
Maintenance
Projects
BradyTrane replacedRTU filters atOS
OakSummit
90%
W-S (OS,NR,Weeks)
77%
Completed initial landscapingRFPatOakSummit.Willmaintain
NY
89%
BuddGrouponaprobationarybasis
B,M& LA
67%
Completedperformace reviews forFacilityServicesPersonnel
Began storageunitcleanout inNYreducedby65%
OfficePopulati n1,928
ReplacementNYmaintenance technician inplace2/15
Therewere11movesduringthemonth
YTDchurn r teof1.96%
Maintenance completed917workorders inFebruary
5Februarymoveswere internal toOakSummit
85%ofworkorders completedwere forOakSummit
Theworkorderclosingratio forFebruary is99%
Security&Safety
Imaging
Mail
85badges issued thismonth, monthly2012average is128
Scanned27,114pages forCustomerService,HumanResources,
Totalpostageusage forOS&Weekswas$11,168
736badgesmodified thismonth,monthly 2012average is657 andAccountsPayableduringthemonth
Achieved$690ofsavingsbysendingall firstclassmailpresort
64 IXO Incidents reported,monthly2012average is90
andutilizingpaddedenvelopes
Fleet
Healthfit
Amenities
Thereare currently391vehicles,3 trailers,1 forkliftand1
Healthfithad1,966participants for themonth;YTDAvg is2,043 InFebruary,12%ofemployees atebreakfastand20%ate
pieceofheavymachinery in theHBIFleet
Healthfitoffered19group fitness classes
lunchonsiteatThreads café
OSClothingCarehad128
customers and$3,620 in sales
Oak
Summit
80%
Northridge
5%
Weeks
8%
NY
7%
MaintenanceHours
%byLocation
78%
22%
TotalOccupancy
Occupied Unoccupied
1,135,459
9,526,091 7,849,304
0
5,000,000
10,000,000
15,000,000
Retail
Non-Retail
Owned
PortfolioBreakdown
SquareFootage
Retail
Non-Retail
Owned
0
20
40
60
80
100
Feb-11
Mar-11
Apr-11
May-11
Jun-11
Jul-11
Aug-11
Sep-11
Oct-11
Nov-11
Dec-11
Jan-12
Thousands
Value toFee
TTM-$2.44:1
Value
Fee
TerraceView
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,
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Terrace
TerraceView
•February–$2.83:1
•TTM – $2.44:1
Value to
Fee
•FebruaryCost Savings: $36,579
•Maintenance-$6,945
•Expense Reduction Efforts - $2,709
February
Initiatives
•FebruarySavings - $7,845
•FebruaryAvoidance - $28,734
Distribution
Cost Savings Initiatives
6
CostSavings
13%
Cost
Avoidance
87%
CostManagementDistribution
February -$2.83:1
$-
$20,000
$40,000
$60,000
$80,000
$100,000
Mar-11
May-11
Jul-11
Sep-11
Nov-11
Jan-12
Value to Fee
TTM -$2.44:1
Value
MgtFee
Cassidy Turley Invoice Tracking
7
• Management fee expense – $18,475
• Payroll expense – $92,756
• Accounting fees – $976
February
• 2012 OPC –$1,606,567
• 2012 estimate –$1,594,500
2012
Projector Invoice Item
Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12
TTM
AccountingFees
$671 $1,052 $1,098
$732
$732
$915
$732 $1,464
$915
$854
$793
$976 $10,934
Monthlymanagement fee
$18,747 $18,747 $18,747 $18,747 $18,747 $18,475 $18,475 $18,475 $18,475 $18,475 $18,475 $18,475 $223,062
Payroll
$0
WS facilitiesmanagementpayroll
$99,953 $89,694 $88,027 $80,296 $93,707 $93,943 $93,441 $148,111 $94,473 $110,174 $93,323 $92,756 $1,177,899
Travel
$0
Travel forFacilityManagement
$2,618 $3,813 $6,344
$344 $1,189
$526 $4,303
$432
$1,057
$1,110 $21,735
Travel for Idle Facilities
$0
Maintenance Supplies
$13,676 $15,271 $10,644 $6,905 $3,241 $12,352 $7,096 $5,874
$4,446 $8,354 $2,705 $90,564
EmployeeDevelopment
$207
$207
Dues&Subscriptions
$341
$179
$3,591 $2,852
$279
$621
$825
$242
$448
$9,378
Phone Service
$76
$78
$79
($240)
$0
($6)
Miscellaneous
$160
$603
$567
$27
$435
$121
$629
$936 $1,888
$5,365
Totals
$136,243 $129,437 $125,508 $110,849 $120,229 $126,490 $125,103 $175,301 $113,863 $135,877 $121,881 $118,357 $1,539,138
OS1
47%
OS2
38%
531NR
3%
Weeks
6%
16E34th St
2%
260Madison
4%
WorkOrders by Location
February -917
Work Orders
12
•85%ofworkorderswere completed atOak
Summit
•6%were completed inNY
Location
•15%ofworkordersweremoveor furniture related
•105preventativemaintenanceworkorderswere
completed thismonth;PM closing ratio100%
•34%ofNYworkorderswere for lighting
Type
•63%ofworkorderswere reportedby facility
services
•The closing ratio for Februarywas99%
Reported
Top5WorkOrderTypes ThisMonth's
WorkOrders
ThisMonth YTD2012
2011
Furniture
102
48
43
47
HVAC (Hot&Cold)
73
20
22
22
Lighting
207
23
25
31
Office Services
106
36
40
48
PM
105
47
45
42
Avg.CompletionTime (Minutes)
0
200
400
600
800
1000
1200
1400
1600
WorkOrder Comparison
2010
2011
2012
Terrace
View
•
Management Plan:
Business plan designed to meet your goals and
expectations
•
Monthly & Annual Operational Reports:
Month-end and year-end facilities
performance
• Service request volume
• Completion time frames
• Projects
• Repair items
• Maintenance schedule
•
Physical Facility Reports:
Routine facility-specific management plans
•
Capital/Major Project Lists:
Provide the status of budgeted projects
• Five-year capital/major project list – serves as a long term approach to
maintaining the property
• Periodic peer inspection reports by other Cassidy Turley managers
•
Building Occupant Satisfaction Survey:
Satisfaction with management
•
Financial Reports:
Monthly and year-to-date results
• Financial statements
• Management variance reports
• Budget plans
Monthly Report
Priority
SLA Definition
Target SLA
Emergency
Work commenced within 4 hours
< 4 hours
Examples: Fire, Safety Issues, Utility Outage, Security Issue, Data Center Outage
High
Work commenced within 12 hours
< 12 hours
Examples: No HVAC, Plumbing Overflow, Electrical Issues
Standard
Work commenced within 2 days
< 2 days
Examples: Executive Requirement, Too Hot/Cold, Door Issues
Low
Work scheduled within 5 days
< 5 days
Examples: Light Out, MAC, Carpet, Paint
Quote/Bid
Quotes obtained and reviewed within
10 days
< 10 days
Examples: Multiple Bids, Larger Project, Equipment Requirement
Service Level Agreements
ƒ
ƒ
Critical Environment Uptime
ƒ
ƒ
Critical Dates Tracking Success
ƒ
ƒ
Cost Savings Goals Based on a
Baseline Budget
ƒ
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Client Satisfaction Survey Results
ƒ
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Energy Consumption Goals
ƒ
ƒ
Response Time for Work Order
Requests
ƒ
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Adherence to Predictive and Preventive
Maintenance Schedules
ƒ
ƒ
Adherence to Change Management
Protocols
ƒ
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Efficiency Ratios
ƒ
ƒ
MBE/WBE Percentage
Key Performance Indicators
1,2,3,4,5,6 8,9,10,11,12,13,14,15