BAYERISCHE HAUSBAU
100 per cent digital workflow in the Welfengarten
Flat handover with defect management & data sharing
Digital workflows promise more rationalised work steps, higher productivity, better quality, more adherence to deadlines and greater flexibility for all project participants. In order to make flat handovers, including defect and protocol management, more efficient in the Welfengarten new-build complex, property company Bayerische Hausbau has automated all processes between the parties involved with the help of edr software. The processes between the general contractor, landlord, facility managers, estate agents and tenants are optimally interlinked thanks to mydocma AP for mobile flat handovers, mydocma MM for defect management and mydocma SH for automatic data synchronisation.
Initial situation
Concentrated workload due to first-time occupancy
Around three years after the ground-breaking ceremony, the new Welfengarten residential complex not far from Munich’s famous Nockherberg was ready for occupancy on 1 April 2020. The majority of the 320 flats were handed over to the future tenants at the end of March, which meant a tight programme for the landlord Bayerische Hausbau and the team of estate agents involved in handing over the flats. In order to cushion the massive workload within the tight time frame and offer tenants the best possible service at the same time, those responsible decided to digitalise the associated work steps.
The previous handover procedure was cumbersome: the log templates were prepared in Word, for example, filled in by hand on site and duplicated using carbon paper. Numerical sequences such as meter and transponder numbers as well as consumption values also had to be recorded on paper. The tenants’ registrations with the service charge department and the energy supply company also involved a lot of correspondence. Scanning logs for filing, issuing landlord confirmations for the registration office, entering defects into the system, entering information into the tenant portal, …. – The list of to-dos was long and most of the processes had to be initiated manually.
Solution
Closed loop through efficient networking
‘Choosing edr software as a digitalisation partner to coordinate and accelerate our business processes was a logical step. We have been successfully using the mydocma MM software for defect management for years, as have some of our subcontractors, which results in synergy effects,’ says Anna Brunert, Commercial Property Manager at Bayerische Hausbau. ‘At the top of our agenda was the introduction of a digital protocol for flat handovers – on the condition that it could be linked to our internal SAP system for master data, the defect management solution and our tenant platform,’ she adds. edr software took an agile approach to both the development of the handover protocol and the combination of applications – with an eye on the big picture, it aligned everything precisely with practical requirements.
Mobile flat handover with iPad and tablet pen
mydocma AP was ready for the market just in time for the completion of the Welfengarten and met the desired format with the underlying modular system: With the predefined elements of the form manager, all content requirements for the digital handover protocol could be customised and implemented in high quality, e.g. the recording of defects with images, photographic documentation of meter readings, the simple generation of landlord confirmations or lists for tenant registration with the electricity and water supplier. An intuitive interface, electronic signature function, the availability of all necessary master data at the touch of a button and the uncomplicated data upload to and from the system – the user-friendly handling also impressed the decision-makers. ‘edr software drew up a binding roadmap for us so that the implementation went smoothly. There were coordination meetings, workshops, reviews, a short on-site training session and rapid support from the support team if we had any questions,’ says Anna Brunert, who works in the property management department.
Defect management in the sharing process
Regardless of whether the estate agent records possible defects via mydocma AP, the tenant or facility manager via the tenant platform or the landlord with mydocma MM – edr software has created the technical prerequisites for the systems to communicate effectively with each other. With the help of the universal interface management mydocma SH and the defect management software mydocma MM, all defect data is automatically synchronised. Those responsible receive updates as soon as processes are initiated and are therefore always informed about the current processing status.
Benefits and advantages
Digital workflows, reduced complexity
‘Since intelligently linking the processes and systems, we now ensure the highest quality of documentation and service with significantly less work than before,’ reports Asset Manager Kilian Seestaller, who helped initiate the digitalisation project. The automated workflows eliminate organisational activities and long throughput and idle times, saving working time for everyone involved. The processes have a fixed sequence, are transparent, require no communication and are less prone to errors. The digital route ensures the correct distribution of tasks, guarantees mobile access to documents and information at any time and any place and facilitates process monitoring with analysis and evaluation tools.
More services via the tenant platform
‘Linking the software solutions has enabled us to utilise the potential of our tenant portal even better,’ notes Asset Manager Kilian Seestaller. ‘Thanks to the uncomplicated upload, all forms and notifications of defects, such as lists of defects for the handover of flats or status reports, now end up there. The cloud solution is a helpful source of information that benefits tenants, estate agents, facility service providers and us as landlords in equal measure.’
Productive flat handover via app – without rework in the office
‘mydocma AP combines all the expectations we have of the mobile flat handover on a central platform: the configuration, distribution, processing and management of the protocol,’ explains Anna Brunert. With the flexible modular system, the digital form has been customised precisely to the needs of Bayerische Hausbau. ‘The module’s great adaptability makes it easy for us to apply the digital handover procedure to our other properties in the future,’ she emphasises. edr software has designed the interface of the form manager to be self-explanatory, which is why the responsible team of estate agents can find their way around intuitively. They can finalise the flat handovers directly on site, as the app eliminates the need for additional office work. The log screen also works in offline mode, and entered data is reliably saved and synchronised as soon as a web connection is established.
According to the initiators of the IT pilot project, a major advantage of mydocma AP is that much of the data relevant to the flat handover is stored in the system, such as numbers of keys, transponders, smoke detectors, electricity and water meters or tenant master data. The estate agents simply have to select the pre-filled details in the protocol via drop-down lists or radio buttons. In some cases, there are helpful links so that, for example, when a flat is called up, associated tenant data such as name and contract number automatically appear in the corresponding fields.
Conclusion
Outlook: mydocma AP – nationwide rollout
Following the positive experience at Welfengarten, Bayerische Hausbau has launched a second pilot project with edr software. The digital handover protocol is to be transferred to commercial lettings in future and is currently proving its efficiency in the BIKINI BERLIN concept shopping mall. The property company then intends to extend the mobile process to all properties in its portfolio and also use it for buyer handovers for new construction projects in the property development business. According to the current planning status, the flexible modular system will be used to construct the following types of protocol, among others: Handover protocol, pre-acceptance protocol and repossession protocol – each for the residential and commercial sectors.
Further application scenarios for mydocma AP are currently being discussed, e.g. photo- or video-supported inventories and the documentation of various property features are being discussed in order to obtain reliable data for property valuation and maintenance measures. The next digitisation step on the agenda is to bring all the threads together in the DocuWare document management system: All information from mydocma MM and the tenant portal is to be automatically transferred to the archive to create a complete digital tenant file.
Find out in the interview how the estate agent team at Welfengarten benefits from the digital flat handover with the mydocma APP BUILDER.
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