December 2019 – Page 4

Pricing
- How much does the NOVO PM system cost?
  - The NOVO PM system, thanks to its modular design, helps our clients reduce the initial costs associated with the implementation and subsequent, if any, system expansion, as the client’s needs expand. In addition, the very wide range of standard system functionality that is dedicated to the commercial real estate sector reduces any additional software development costs. NOVO Technologies offers clients its software in the modern “Software as a Service” model, which allows for a significant reduction in fees for the use of extensive, comprehensive ERP class IT systems.
    In case of the NOVO PM system, the total price, consisting of an initial fee and a monthly fee, depends on the size of the client’s company, namely the number of facilities managed (including the number of lease agreements) and the number of system users. The price includes license costs, NOVO project manager servicess, training sessions, training materials, dedicated consultants support, unlimited technical support (email, telephone), full system maintenance based on NOVO Technologies IT infrastructure, secured according to high standards of protection, and, last but not least a guarantee throughout the duration of the contract.
    Interested clients are welcome to contact our consultants who will prepare an initial, non-binding price offer, preceded by a short interview on the client’s activity, portfolio size etc.
- Can the price offer be adapted to the client’s budget?
  - Yes, NOVO Technologies has a very flexible pricing policy that allows clients to adjust the budget for the implementation project to their specific cash-flow situation. For example: the client in a given year may decide to implement only one system module and gradually, depending on the available budget and needs, implement the remaining modules in the following years.
    In the modern software distribution model “Software as a service”, which we offer to our clients, fees for using the system are spread over time, so that the client can use the full functionality of the implemented software in the first year, paying the costs of implementation, license and system maintenance in monthly fees.
    The fees depend on the size of the client’s company, namely the number of facilities served (including the number of lease contracts) and the number of users of the system and, e.g. in the case of clients managing two or three facilities that are served by one person in the client’s company (one system user), monthly fees for the NOVO PM module are calculated at a level not exceeding 2 thousand PLN
Implementation
- How long does it take to implement the system?
  - The time to implement the system depends on the size of the client’s company, including primarily the number of facilities, tenants and lease agreements, the complexity of its organization, the complexity of the integration process with internal systems and, which is very important, the degree of involvement of the client’s team in the system implementation project.
    Implementation of the NOVO PM system can be quick. Even in the case of large organizations, the time needed to prepare basic data for automatic invoicing, data import into the system, and parameterization of the appropriate system version for the client may be limited to a few weeks, of course, which is crucial, with proper involvement of the client’s team. It is also important for the implementation time whether the client decides to order modification of the standard version of the system according to the specific needs of his organization
- What is the necessary involvement of the client’s employees in the implementation project?
  - For the software implementation to be completed within the time planned in the project schedule, it is necessary to involve the client’s employees in the project. We adapt the scope of engagement flexibly to the scope of the project, the size of the client’s company and the client’s guidelines.
    It is worth noting that the scope of involvement of the client’s employees in the project has a key impact on the speed of system implementation. In an optimal structure, the client should have in his team dedicated to the project (full implementation of 2 basic system modules: NOVO Property Management and NOVO Facility Management): a project manager, a person responsible for financial settlements, a person well-versed in the provisions of lease agreements and a person responsible for technical issues (FM area).
    The client team’s involvement in the project does not reach 100% of the working time, however, the greater the time commitment, the faster the implementation project will be completed
- How will the implementation project affect the current functioning of the client’s company?
  - The implementation of a new, cross-sectional system, which is NOVO PM, may cause more or less complications in the everyday functioning of any company. Therefore, our experts have developed a special methodology for implementing the system, minimizing the potential negative impact of the project on the current functioning of the client’s company.
    The implementation methodology, which is used in every system implementation, which is carried out by NOVO Technologies, is constantly improved, thanks to which, with each subsequent implementation, it is even better adapted to the specifics of IT system implementations for companies operating on the commercial real estate market. With a good organization of work (which is largely ensured by the NOVO Technologies methodology), the involvement of the client’s team in the project should not reach 100% of working time, and from the perspective of the entire time schedule of implementation, it should be lower
- What are the technical requirements to use the NOVO PM system?
  - In the standard offer, the NOVO PM system is offered in the modern software distribution model “Software as a service”, in which the only requirement for system users is access to a computer with an installed web browser (preferably: Firefox, Chrome) and Internet access.
    For clients looking for solutions available in a more classic model, consisting of installing the platform and the system on the client’s servers, it is necessary to use servers with the Linux Debian operating system installed, Apache Server 2, Postgresql min. 9, PHP7, Open Office, Xvfb, ImageMagik Package and a computer with a web browser installed (preferably: Firefox, Chrome) and a permanent internet connection
- What is the SaaS model?
  - NOVO Technologies provides NOVO PM software in the modern SaaS model (from English “Software as a Service”), i.e. in the service model. The “Software as a Service” distribution model is a modern software distribution system that has been developing intensively around the world for several years. In the SaaS model, the client pays one subscription for access to the application via a standard web browser, which includes not only the use of software, but also server rooms, servers, databases, IT work and services necessary to use the software via the Internet.
    The SaaS model usually causes a significant reduction in the total cost of using the software compared to the “traditional” IT model based on the construction of technical and personal resources by the client and independent installation and maintenance of systems and IT platform
- Can one buy a system license and install it at the client’s premises?
  - Yes However, it should be taken into account that such a solution will be more expensive for the client, because NOVO Technologies will have to install and maintain a full platform and IT environment for one system implementation. In other words, the client will not be able to take advantage of the benefits of using the system in a modern SaaS model (“Software as a Service”)
- Can one differentiate access rights and the scope of rights of individual users in the system?
  - Yes. Management over access rights in the NOVO PM system is very flexible. Depending on the client’s needs and the procedures in force in a given organization, the NOVO PM system can be used to differentiate data access ranges for different users and for different facilities, and additionally differentiate permissions in individual ranges (e.g. a given user can only view data on the screen, but can no longer edit or delete it).
    In other words, users can view the data of one, several or all facilities as well as they can only access a specific category of data or documents
Functionality
- Since when has the NOVO PM system been available?
  - The implementation of the first version of the NOVO PM system took place in 2008. It covered the property management area in a large shopping center. Since then, the NOVO PM system has been significantly expanded, the latest version includes 3 modules supporting the work of managers, developers and owners of commercial facilities from the moment of commercialization of the facility through administration in the areas of Property and Facility Management until the sale of the facility.
    Each implementation of the NOVO PM system enriches its functionality. In recent years, the area of reports and analyzes available in the system has also been significantly expanded
- How many properties can one manage at the same time?
  - The NOVO PM system is very flexible and scalable, enabling the management of any number of shopping centers, office buildings, warehouses, public facilities etc.
    Thanks to full Internet access, the system can be used by users located in different countries, without even realizing that everyone is using one large database. There is also no limit in the system of entities, premises, lease agreements, tenants or the number of categories of technical equipment that can be managed
- Is there an application user limit?
  - No. The NOVO PM system allows access to the system to an unlimited number of users, with monthly fees for using the system in selected modules (NOVO Property Leasing, NOVO Property Management) depending on the number of system users.
    For the Facility Management module, for which fees for the use depend on the number of facilities, the client can transfer access to the system to an unlimited number of users
- Does the system support all categories and types of settlements with tenants?
  - Practically yes. The NOVO PM system includes good business practices (“best practices”) of the commercial real estate market. It offers the possibility of advanced settlements of rent payments, settlements and re-invoicing of types of utilities as well as the full scope of settlement of operating costs.
    In addition, due to its flexibility, the NOVO PM system can be quickly expanded to meet the dynamically changing needs of the commercial real estate sector.
    It is worth emphasizing that the settlements are made in an automated manner, which allows for significant time savings and provides comfort for people responsible for these areas in the client’s company
- What reports are available in the system?
  - In the NOVO PM system, a very extensive set of financial and operational reports are available as standard, supporting the ongoing, everyday work of property and facility managers, decision-making processes in strategic areas and “due diligence” projects related to the sale of real estate. One of the most extensive reporting areas is the receivables control area – the system offers several different reports presenting data on tenants’ receivables in various time and content sections.
    The ergonomic architecture of the system makes it possible to create reports “on one click basis”.
    In addition, to use the data in the system in an even more comfortable way, NOVO Property Management enables quick export of each report to an Excel spreadsheet with proper formatting (numbers as numerical data, text as text data etc.).
    Some reports are also proactive, i.e. after generating them, the user sees the highlighted data that is critical for the given statement e.g. in the report on the security of lease agreements, the system user can easily find out for which lease agreements the security provided will expire in a moment, is already outdated or too low.
    The NOVO PM system is also integrated with a Business Intelligence class tool (data warehouse), enabling users to create virtually any reports using functions known from Excel
- Is it possible to handle currency invoices in the system?
  - Yes. The NOVO PM system enables full service of currency invoices, including two-currency invoices, additionally enabling the indication of various bank account numbers for individual items from the invoice
- How does the system support lease agreement security?
  - NOVO PM supports all types of securities for lease agreements and supports the management of this area in a proactive manner. Dedicated system reports are used to monitor the security of agreements. Reports are proactive, i.e. after generating them, the user can see the highlighted data that is critical for a given statement e.g. the user easily understands for which lease agreements the security provided will expire in a moment, are out of date or too low.
    In addition, the system allows for sending automatic email alerts to those responsible for the security area, which further facilitates the management of this important area.
    The system also has an extensive module for handling document templates and correspondence with tenants, which allows users to automate the process of correspondence with tenants as regards security of lease agreements (e.g. call generation functionality)
- Does the system work on mobile devices? and does it require any installations?
  - NOVO PM system is a flexible solution – its operation is independent of the operating system and device type. It can work on mobile devices such as smartphones or tablets, as well as computers with Windows or Linux environment. The only requirement is that the device should have permanent internet access
- Does the system support electronic invoices?
  - Yes. NOVO PM offers, as a standard feature, the possibility of using the functionality of electronic invoices, including the ability to monitor the status of document delivery
- Does the system offer invoicing of rent depending on tenants’ turnover?
  - Yes. In the standard version, the NOVO PM system offers functionality enabling the settlement of rents depending on the turnover generated by tenants. The extensive algorithm used in the system enables users to record tenants’ turnover at any range (up to the day, month, quarter) and to settle the rent compensation in accordance with the rental “stairs” in the lease agreement in monthly, quarterly, semi-annual and annual cycles
- How can the system support the management of the receivables area?
  - The NOVO PM system in the standard version contains a wide set of reports on settlements with tenants. Based on configurable reports presenting data in various sections, it is possible to effectively monitor the flow of receivables from individual tenants.
    In addition, the system offers users various document templates related to correspondence with tenants regarding repayment of receivables, including requests for payment that can be generated from the system directly for a given tenant. Additional support is the possibility of gradation of payment requests, which is an important element from the point of view of possible disputes before the court.
    The system, of course, also offers the functionality of issuing interest notes (based on different interest rates) individually or in groups for all tenants
- Can the system store documents related to a given tenant or leased space?
  - Yes. The electronic document archive is one of the important functionalities of the NOVO PM system. The user can freely design the structure of electronic documents in the system (e.g. according to owners, facilities, premises, tenants, lease agreements, etc.) and store all documents in the system.
    In addition, the document archive has the functionality of contextual search of documents by phrases – the user does not have to remember the name of the document or the place where it is stored, simply entering a key phrase, the system will search for all documents that contain it. The archive increases the efficiency of the entire team of the client’s company – all documents are in one place, are clearly and logically cataloged and available at “one click”
- How to settle operating costs when different tenants have different shares in different cost categories?
  - One of the key features of the NOVO PM system is its “algorithmicity”, which means that it is able to handle very complex computational algorithms in the area of e.g. utility billing or operating costs. This results in a very high system flexibility and scalability of processes that the system can handle.
    This feature of the system is very important especially on the Polish market, where there is no standard of lease agreement, where agreements even within one facility can differ significantly as regards parameters, e.g. tenants negotiate their participation and its level in various categories of operating costs.
    The NOVO PM system, thanks to its flexible architecture, enables fully automatic settlement of operating costs, automatic issuance of compensation invoices to tenants (or flexible settlement of overpayments) and preparation of individual, transparent settlement of operating costs on the premises in the form of an invoice attachment for each tenant
System enhancement options
- Are you planning to extend the software with new functionalities?
  - The NOVO PM system is constantly updated in accordance with the latest trends in the commercial real estate industry and IT solutions standards. System complies with legal regulations, therefore all modifications resulting from changes in legal regulations are included in current system updates.
    In addition, in order to meet the needs of our clients, we constantly collect users’ opinions and based on their analysis we make appropriate software modifications or expand them with additional functionalities. Thanks to this, we regularly try to update the basic version of the system with new functionalities, every few months
Security
- Does access to the software via the Internet guarantee the security of data contained in the system?
  - Data security, due to the “Software as a service” model offered to our clients, in which clients use the system via the Internet, is a key issue for NOVO Technologies. The solutions offered by NOVO Technologies are adapted to legal regulations dealing with information security issues, including the Personal Data Protection Act.
    All data contained in the system are properly secured against their loss, destruction or access by unauthorized persons in accordance with the standards used in banking systems.
    The technical infrastructure on which our clients’ data is stored, is located in a reputable, certified colocation center with the highest security standards that are available in Poland
- What will happen to our data if we want to opt out of using the system in the future?
  - In the event of termination of the contract for the use of the system, each client after the termination of the contract receives from NOVO Technologies, on a CD / DVD, all his data that was collected while working with the NOVO PM system. The data can be reproduced in any database-based tool (e.g. MS Access).
    Pursuant to the regulations constituting an integral part of the contract for the use of the system, after the contract the client has access to historical data for 60 days, and NOVO Technologies may delete it earlier only if the client sends a relevant request in writing
- Will our data be securely stored, what safeguards does NOVO offer?
  - NOVO Technologies applies an increased level of data security in all products offered to clients. System security from the level of the NOVO PM system itself, in addition to the standard requirements as to the length and variety of characters in the access password to the system, blocking access after 3 unsuccessful attempts, limited time of the user session or support for SSL certificates, also includes NOVO Technologies’ own solution consisting of verification system users directly from the database, not the system interface itself. This solution significantly increases the level of data security in the system.
    The system automatically registers every login to the database and saves detailed information about the login. Technical and organizational conditions for data security entrusted to NOVO Technologies are implemented in one of the best data centers in Poland, having collocation centers in several places in our country
Integration with other systems
- How can the system work with other IT systems? What systems does it work with?
  - The NOVO PM system is flexible and open to integration with external IT systems. Most often, our clients decide to integrate with financial and accounting systems, less often integrations with building management systems, so-called BMS systems or customer counting systems in shopping centers (“Footfall” type systems).
    The effect of integration with financial and accounting systems is a significant increase in efficiency and comfort of work, as well as the possibility of generating additional reports.
    Data on media consumption from the BMS system can be used for a higher level of automation of utility billing.
    Data from “Footfall” systems can be used, for example, to analyze the effectiveness of promotional campaigns and sales, when comparing tenant turnover with the number of visiting customers
Warranty and user support
- What support does NOVO Technologies offer in terms of system operation?
  - The software distribution model of “Software as a service”, which is the basis of the NOVO Technologies offer, means that NOVO Technologies as the IT solution provider is responsible for all matters related to technical management of the system.
    In accordance with the needs of a specific client stipulated in the contract, NOVO Technologies guarantees permanent, unlimited technical support, professional hosting and data back-up.
    Clients using the NOVO Property Management system can benefit from the experience and expertise of NOVO consultants at every stage of the system implementation and its subsequent use. The NOVO Technologies offer is comprehensive. The client can always count on the support of experienced NOVO Technologies consultants both in the implementation process (e.g. high quality training in application support, supported by training materials, assistance in the preparation of data sets that will be imported into the system), and later during the use of the system, in the form of constant technical support
- Will we receive a guarantee that the software will enable proper mapping of each of the agreements with tenants?
  - Yes, if all parameters of each lease agreement or annex are correctly entered into the system, the NOVO PM system will automatically monitor the settlement of each, even the most complex agreements.
    In the event that the system does not have the ability to reflect a specific record from a selected lease agreement in its standard functional scope, an appropriate modification can be quickly introduced into the system, expanding its scope with this new, specific functionality.
    The NOVO PM system was built based on a very effective IT platform, created by NOVO Technologies, which allows for rapid development and modification of software even in case of very complex algorithms

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