Perspective: Portfolio

sequenceDiagram
    actor T as Tenant
    participant HW as Heylen Warehouses

    T->>HW: signs
    Note over HW: CONTRACT
    loop Every month
        Note over HW: INVOICE
        HW->>T: sends INVOICE
        T->>HW: pays INVOICE
    end
    T->>HW: renews CONTRACT
    Note over HW: EXTENSIONS

KPIs

Indices

A CONTRACT can be on multiple Rental Spaces, so a payment cannot always be allocated to a single Rental Space.

Index	Meaning	References
\(s\)	RENTAL_SPACE	-> CONTRACT -> POOL_SPACE -> BUILDING
\(c\)	CONTRACT	-> TENANT -> BUILDING

Variable Overview

Abbreviation	Meaning
\(R\)	Rental Income (Revenues)
\(RLT\)	Remaining Lease Term
\(OR\)	Occupancy Ratio
\(ER\)	Expiration Ratio
\(S\)	Space
\(AR\)	Outstanding Rent (Accounts Receivables)

WALT

Weighted Average Lease Term

Perspective: Portfolio
KPQ: How healthy is my portfolio?

It calculates the rental income of a portfolio

\[ WALT = \frac{\sum_c{(R^{ p.a.}_c \cdot RLT_c})}{\sum_c{R^{ p.a.}_c}} \]

Where:

\(R^{ p.a.}_c\): The current annual rental income from CONTRACT \(c\)
\(RLT_c\): The Remaining Lease Term \(RTL\) of CONTRACT \(c\), in number of months.

If the average lease term goes up, the WALT will go up. So the WALT is a measure of risk for a portfolio, namely:

vacancy risk
exposure to rental prices

Occupancy Ratio

\[ OR\;\% = \frac{S^{leased}}{S^{total}} \cdot 100 \]

Where:

\(S\): Space, in \(m^2\)
\(S^{total}\): total space (leased and un-leased)

With:

\(S= \sum_s S_s\)

Total Rental Income

\[R^{total\,p.\,m.} = \sum_c R^{p.m.}_c \]

Expiration Ratio

\[ ER \;\% = \frac{S^{exp24m}}{S^{total}} \cdot 100 \]

Where:

\(ER\): Expiration Ratio
\(S^{exp24m}\): Space expiring within the next 24 months

With:

\(S^{exp24m} = \sum_{c \epsilon E24} S_c\) where \(E24\) is all the contracts expiring within the next 24 months.

Rent Collection

\[ OA\;\% = \frac{AR^{rent}}{R^{p.a.}} \cdot 100 \]

Where:

\(OA \;\%\): Outstanding Amount Percentage
\(AR^{rent}\): Account Receivables from Rent/Outstanding Amount
\(R^{p.a.}\): Current annual Rental Income, based on the current conditions in the contracts.

With:

\(R^{p.a.} = \sum_c R^{p.a.}_c\)

NOTE: For \(R^{p.a.}\), we have a report in SAP: REISCDCN (Real Estate Information Systems Condition Contract or similar).

Mapping

Entities -> Variables

Entity	System	Description	Used for
BUILDING	SAP REFX		Dim
POOLED_SPACE	SAP REFX		Dim
RENTAL_OBJECT	SAP REFX		\(S^{total}\)
CONTRACT	SAP REFX		\(S^{leased}\) \(S^{exp24}\) \(R\) \(RLT\)
CONDITION	SAP REFX	A condition on a contract
MEASUREMENT	SAP REFX	e.g. M2, defined on a RENTAL_OBJECT
TENANT	SAP REFX		Dim
INVOICE	SAP FICO		\(AR\)

A Contract can be defined on one or more ROs
Each RO can have one or more Measurements
Each Measurement has a type (e.g. Warehouse, Office, Land)
...and a unit (e.g. M2)
The Measurements can change over time (e.g. if surface is measured after built)
For example, The Warehouse had originally 20'660.82 m2, but then changed to 10'6423600 on 2022-11-01, when actually measured.
A contract has Conditions. A condition defines, for example, how the rent is calculated, e.g. if indexed
A Condition has a type,
... and a purpose and - like measurements - a validity range
... and a Formula
If the Formula is Object Measurement, then the Condition Amount = Unit Price * Calculation Factor, where the Calculation Factor = the specified measure.
A Condition can have a frequency. If no frequency is provided, then the default posting frequency is taken.
The frequencies are defined under "Posting Parameters". They can also change over time.
If the Amt Reference is "Cyclical Amount", then the amount Condition Amount needs to be paid every n months (e.g. 3)
If the Amnt Reference is is "Yearly Amount", then the Condition Amount needs to be paid every year.
The Distribution Factor is something else: It defines how a cost that is posted on the Building is distributed amount the Rental Objects
A Condition can also be an Advance payment. In this case, the Calculation Factor is 1

Variables -> Entities

Variable Entity System

Abbreviation	Meaning	Entity
\(R_c\)	The current rental income, either \(p.a.\)	CONTRACT
\(RLT_c\)	Remaining Lease Term	CONTRACT
\(S_i\)	Space	RENTAL_SPACE
\(S^{exp24m}_c\)	Space expiring	CONTRACT RENTAL_SPACE
\(AR_c\)	Accounts Receivables	INVOICE CONTRACT

Property Type

In SAP, this is called Measurement Type Name

Warehouse
Mezzanine
Built-in Mezzanine (removable)
Office
Social
Land
Parking Spaces

ADM (Analytical Data Model / Star Schema)

erDiagram
    FactRent {
        money Amount
    }

    DimDate {
        dte Date
    }

    DimContract {
        dte StartDate
        dte EndDate
    }

    DimRentalObject {
        int Surface
        str PoolSpace
        str Building
        dec Surface
        type PropertyType "WH, Mezzanine, Office, Social"
        address Address
        text Plot

    }


    DimContract ||--o{ FactRent: for
    DimDate ||--o{ FactRent: InvoiceDate
    DimRentalObject ||--o{ FactRent: for
    DimContract ||--o{ FactRent: for

Lineage

graph LR

    SAPF[fa:fa-cloud SAP FICO  -]
    SAPR[fa:fa-cloud SAP REFX  -]

    CON((fa:fa-plug<br>PBI<br>SAP Application<br>Connector))
    style CON fill:#FFD700,color:black

    DM((fa:fa-stream<br>Datamart))
    style DM fill:#FFD700,color:black

    DS((fa:fa-star-of-life<br>Dataset))
    style DS fill:#FFD700,color:black

    SP[fa:fa-folder Sharepoint  -]

    R(fa:fa-chart-pie Report  .)
    style R fill:#FFD700,color:black

    SAPF-->|Financial<br>Data|CON
    SAPR-->|Real Estate<br>Data|CON-->DM-->DS-->R
    SP-->DM

Systems

SAP

In SAP, all the data comes from REFX. Namely

REFX: Accounting > Flexible Real Estate Management
Buildings: Accounting > Flexible Real Estate Management
- Company Code:
- 1001 (Heylen AG)
- Business Entity:
- 1 = Belgium
- 2 = Netherlands
Pooled Spaces and Rental Objects: There is a single view with both.
1. See https://ipub-my.sharepoint.com/:v:/g/personal/christoph_glur_powerpartners_pro/ERdPyUv36_RLqA_uxnDckSEBRhCUf0oJp2pRdYiDgTDs-g?e=nItaga&nav=eyJwbGF5YmFja09wdGlvbnMiOnsic3RhcnRUaW1lSW5TZWNvbmRzIjo3MzQuODd9fQ%3D%3D
2. SAP automatically allocates the measures (e.g. m2) from Pooled Space to Rental Objects

We need:

Master Data
1. Buildings / REISBU (Accounting > Flexible Real ... > Information System > Buildings)
2. Rental Objects (REISRO) and Pooled Spaces (Accounting > Flexible Real ... > Information System > Rental Objects)

3. Contracts (REISCN)
Measurements for Master Data, e.g. REISMSBD
1. the capacity from the rental objects
2. the measurements for the contracts e.g. REISMSCN
Conditions on Buildings and Contracts (REISCDBD, REISCDCN), especially the LC Year

Rental Objects -> Pooled Space
Measurements -> repeated (m2, etc.)
Capacity -> m2
Amount:
- Measurements for Contract Objects
- Difference between
- Conditions f