Portfolio No.: 4001-01

Operating Costs Controlling

Keep costs under control

The operating cost controlling tool supports the interpretation of the operating costs. The data reports provided here combine the ERP information from the areas of Financial Accounting (FI) and Flexible Real Estate Management (RE-FX). The data can be analysed in detail in the different review levels “company code” and “business entity” (rental object or contract can also be analysed in detail, depending on the version). In addition to reporting, the overviews and analyses provided here ensure a comparison of actual costs between the review levels, intervals and external benchmarks and allow forecasts to be made. In this way, cost minimisation measures can be derived in a targeted manner from detected anomalies or deviations.

Conceptually, the operating cost controlling tool is divided into five modules. These can be implemented separately or as a package.

1. Analysis

The relevant data aggregated in the SAP® Business Warehouse system from the financial accounting and real estate areas are provided in Excel format and can be analysed in detail, sorted and filtered using various tools such as SAP® BusinessObjects Analysis. The relevant company code and business unit (or rental object/contract) required in each case can be selected using an entry mask. The KPIs relevant for selection are clearly presented.

2. Internal benchmarking

The utilities for individual business units of a company code are broken down into cost types. This allows business units to be compared with one another or with internal averages. Deviation analyses for identifying outliers are also available.

3. External benchmarking

The utilities for the real estate portfolio are compared with external reference values, such as those of the “Geislinger Konvention” (Geislingen convention) and the “Deutscher Mieterbund” (German tenants’ association). This allows the operating costs to be compared at a regional or national level. There is a high level of cost transparency. Using deviation analyses, focal points for planning and optimisation measures can be identified.

4. Reporting

As part of reporting, various analysis tables are provided in Microsoft® Excel to show the results of the deviation analyses, such as such as Top 20 lists to show the results of the deviation analyses, to-do lists and analyses relating to key management figures.

5. Knowledge base

Practical knowledge regarding the effectiveness of measures taken or the reasons for abnormalities should be preserved as knowledge in order to support the subsequent planning of measures and target data effectively. For these purposes, this knowledge can be integrated systematically into the Business Warehouse system.

Breakdown of the composition of operating costs
Aufbereitung aggregierter Datensätze – Modul 1 Analyse im Betriebskosten Controlling
Preparation of aggregated data records – module 1: analysis
Modul 2 Internes Benchmarking im Betriebskosten Controlling
Module 2: internal benchmarking
Modul 3 Externes Benchmarking im Betriebskosten Controlling
Module 3 external benchmarking
Darstellung eines Reportings im Betriebskosten Controlling

Further information

The process for influencing operating costs

  1. Data basis: The data of the ERP system and the heating measurement service provider are the data basis.
  2. Data preparation: The data is cleaned of errors before use for the purposes of controlling.
  3. Analysis of abnormalities using benchmarking: Focusing the data analysis on outliers allows internal resources to be conserved. This involves a comparison using internal and external reference values. The causes of deviations are identified.
  4. Analysis and decision: Action plans describe how to eliminate unfavourable deviations. The action plans are used as a decision-making basis according to certain priorities.
  5. Implementation and evidence: After implementing a measure, it is recommended that you check its success. This check serves as a knowledge base for evaluating future action plans.

Your benefit

Transparency: The clear preparation of large quantities of data increases transparency on the company side.

Cost savings: Efficient analyses with complex data structure allow potential for action to be identified. Minimising operating costs results in increased income for the landlord and lower costs for the tenant.

Flexibility: The reduction in operating costs creates greater scope for defining the net rent excluding heating and thus contributes to increasing the real estate value.

Time savings: Concentrating on abnormalities during data analysis saves valuable time resources.

Tenant satisfaction: A transparent operating cost statement prevents unnecessary discontent on the part of the tenant and increases satisfaction.

End user

  • Management
  • Controlling
  • Operating costs area
  • Commercial and technical area

Technical requirements

  • SAP® Business Warehouse 7.x

Please contact us:

PROMOS consult Projektmanagement,
Organisation und Service GmbH
Rungestraße 19
10179 Berlin-Mitte

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