Hypergene Gives Stena Fastigheter a Comprehensive View of the Sstatus of its Property Holdings

Everyone is more involved now. The managers are on board and create a business plan for their area of responsibility and can in turn engage colleagues and employees in their organisation

Pernilla Frödén, IT Business Developer

Challenge

Stena Fastigheter operates throughout Sweden and has offices in Stockholm, Gothenburg and Malmö. A sizeable part of the organisation looks after the day-to-day running of its properties, which requires continual optimisation of working methods. These activities also need to fit in with the management team's overall targets and key performance indicators (KPIs).

The various offices cooperate on a regular basis, although certain tasks have had to be performed individually. This resulted in different working methods and significant time spent on reporting and manual compilation of data that has not been quality-assured. The property management team had to rely on the finance department for quarterly data compilation.

The first tasks were to improve the visibility of quality-assured information for property management, and to introduce consistent working methods for everyone. The aim was to reduce the amount of manual work and free up time for analysis and planning of activities and actions.

After this, it was important to bring in a common approach to business planning and ensure that activities were linked to the company’s overall targets and KPIs.

 “The administrative organisation has been a significant focus," says Pernilla Frödén, IT Business Developer at Stena Fastigheter. "We wanted to give them control over budgeting and forecasting, invoices and the KPIs and objectives that govern our operation.”

Summary:

• To facilitate monitoring work, quality-assure data and identify common working methods in order to achieve overall targets.
  
  

Solution

Stena Fastigheter now uses Hypergene’s solution for monitoring & analysis and performance management. The company is now able to devote more time to analysing information – and less time to compiling it – and is consequently able to be more proactive.

“We have created reports for various administrators down to invoice level," Frödén says. "The entire administrative organisation is now involved. We can also create groups for the management team, property managers, area managers or caretakers, enabling them to access information relevant to their work. Hypergene also enables us to work from an organisational perspective. This means we can create groups of properties or areas that may differ from the cost centre structure.”

Stena Fastigheter is now also able to improve the visibility of KPIs for set objectives and the information behind them. The information is structured according to key information, financial data and KPIs.

Having also integrated Hypergene with FastNet, all information about rents, tenants, rent ledgers, agreement history, contracts, vacant and leased spaces, etc. is available in one place. Everyone can easily gain an overview of the situation.

There is also scope to add unstructured data in a SWOT analysis directly in Hypergene. Based on the company’s strategy and vision, it is possible to specify targets and interim targets, and to create activities in order to achieve the targets for a certain property or area.

This has brought greater clarity to business planning, which was previously somewhat disorganised. In addition, business planning is now linked to the organisation’s overall targets.

“Everyone is more involved now. The managers are onboard. They can create business plans for their areas of responsibility and more easily engage colleagues and employees in their organisations,” Frödén explains.

Summary:

• Hypergene decision support for monitoring & analysis and performance management.
  
  

Results

Stena Fastigheter is well on the way to achieving its goals. The organisation now has more time for data analysis and better awareness of progress and how individuals can influence the result.

There is greater commitment and participation from the administrative organisation, and activities are now linked to overall targets. The underlying figures are now also quality-assured.

The transition to the new system has been a gradual one, with the operation always looking for new ways to develop. 

“Our objective was to identify a system that could evolve and support a range of different business processes in the long term, which I think we have now done. Plans for the future include preparing budgets in Hypergene and adding maintenance plans. We want to create closer links between all elements,” Frödén concludes.

Summary:

• Effortless monitoring and a common working method for the administrative organisation.
• Increased responsibility, commitment and participation.
• Quality-assured data, linked to the overall targets.