We have received many positive references from successful implementations of the NOVO Property Management system

At every stage, we could count on the support of Novo experts, who not only provided standard solutions, but also actively sought solutions tailored to our needs, which allowed us to better adapt the system to the specific nature of our business. Thanks to this, Novo PM effectively supports us in our daily work and allows us to manage our business more efficiently.

We wholeheartedly recommend Novo as a reliable and professional partner in the implementation of modern property management systems.

We would like to confirm our ongoing cooperation with NOVO Technologies in the implementation of an IT system for commercial real estate portfolio management.

The system implemented by the company allows for the management and administration of a diversified commercial real estate portfolio: offices, commercial premises, cultural and gastronomic facilities.

We have been using this software implemented by NOVO Technologies for three years.

The NOVO Property Management system is a comprehensive tool dedicated to the commercial real estate industry, which effectively supports all key processes related to the efficient management of dozens of properties in our portfolio and is a great support for us in our daily work.

We would like to thank the NOVO Technologies team for the effective implementation of the system and their support in our daily work.

In connection with the launch of our new investment, SanPark Retail Park, we were looking for a system that would support the management of this facility from the very first day of its operation.
From among the offers available on the market, we chose NOVO Property Management.
We signed a contract with NOVO Technologies S.A. at the end of July, and by the beginning of September, the NOVO Property Management system had been properly configured, fed with all the data, and was ready to issue invoices to tenants. Thanks to this, we were able to achieve the key goal of the project—the opening date of the facility coincided with the launch of the NOVO system.
We would like to thank NOVO, and in particular those involved in the project, for the efficient and very quick launch of the NOVO Property Management module.

We recommend NOVO Technologies S.A. as a professional, timely, and committed provider of a modern and comprehensive system for managing commercial facilities.

We have been using NOVO Property Management software in our daily work for over 3 years. During this time, we have had the opportunity to test all the individual functions of the program, with particular emphasis on the process of settling service charges, which we perform annually for our tenants.
We recommend NOVO as a comprehensive tool that greatly supports the daily work of our property managers and finance department. The ability to generate various reports on future revenues and budget implementation on an ongoing basis helps us in property management, preparing reports for institutions financing our projects, and planning expenses.
The program has proven to be a great support when it comes to annual maintenance fees for tenants. Thanks to the automation of this process in the program, we save a lot of time and team involvement, avoid mistakes, and obtain professional reports for tenants that dispel any doubts and do not require additional explanations.
At the same time, we would like to emphasize the professionalism and extensive knowledge of commercial real estate of the NOVO support team, which means that the NOVO program takes into account all commercial and financial solutions included in lease agreements and can easily translate them into program algorithms. In case of any problems, we receive assistance and explanations from the NOVO team without undue delay.

We have been using the NOVO Property Management system for almost 5 years. The system supported us (and continues to support us) during a period of intensive growth in the portfolio of properties we manage, and it coped very well with this.
We are satisfied with both the comprehensive functionality of the system supporting the PM area and the support provided by specialists from NOVO Technologies, the system’s manufacturer.
The flexibility of the NOVO Customer Support team’s approach to our requests is very valuable.
We recommend this system as a good, functional, and intuitive tool for managing a portfolio of commercial properties, especially during a period of rapid growth in the value of that portfolio. The tool facilitates daily work and automates PM-related processes.
Property Management Director

We are changing the mall management model because we want to be closer to our tenants

Agora Bytom is a large shopping and entertainment mall in the center of Bytom. Its unique character, apart from its attractive location, is emphasized by the fact that it is a pioneering investment on the Bytom market, offering such a wide range of services to residents and retail and service companies.
“From the very beginning, the highest priority for our business has been to stand out with the highest level of offer and quality of services directed at companies from the retail sector,” – recalls the mall’s director – . “It is well known that the optimal tenant mix builds the value of the facility and is a key factor in determining customer traffic in the mall.”

The shopping center, which opened in 2010, has over 120 stores and restaurants, as well as a fitness club and a multiplex cinema, located on five floors with a leasable area of 30,000 sq m. Since its inception, Galeria Agora Bytom has been managed by an international management company specializing in the commercialization and management of commercial facilities. Due to its specific nature and external environment, the facility’s development has been very dynamic. Increasing the value of the facility by, on the one hand, constantly ensuring tenant satisfaction and, on the other hand, improving the quality of the offer for the residents of Bytom and the surrounding area, was the main goal set for the facility’s managers. In this context, effective management of the facility’s operating costs proved to be crucial, including, among other things, labor intensity in the administrative area, the selection of service providers for the mall, as well as factors directly affecting the quality and security of financial flows generated by the facility.

Gallery management – a change in approach

In 2014, the owner of Agora Bytom decided to change the management structure of the gallery. This decision resulted in a transition from an external facility management service to internal management based on the company’s own resources.
“The decision to switch to an internal management model is a move towards optimizing the costs of our facility’s operation and a derivative of our strategy to strengthen relations with retail space tenants,” – explains the director.
The mall’s management team was aware that implementing such a decision is never easy and requires proper preparation. One of the key elements is the selection of the right tools to perform the management function effectively, including the selection of an appropriate IT system that will enable the automation of a number of property management processes. During the analysis of offers from suppliers of commercial space management support systems, the mall management team selected the NOVO Property Management (NOVO PM) system from NOVO Technologies S.A. The choice of NOVO PM was also influenced by NOVO Technologies S.A.’s proposal for rapid implementation based on a flexible implementation schedule and a wide range and form of support for the Agora implementation team both during and after implementation. “Our choice was dictated by the fact that the NOVO PM system is a comprehensive tool that fully maps and automates key processes related to facility management, while being ergonomic and user-friendly in everyday work. In addition, the system received very positive references from implementations at other managers, which was also important for us in making our decision,” – explains the mall director, justifying the choice of the NOVO PM system.

Knowledge base on the functioning of the “one-click” gallery

The implementation of the NOVO PM system began in the spring of 2014, and after just three weeks, the system was properly parameterized to begin the first trial invoicing based on the prepared input data. Over the next few weeks, the Agora and NOVO implementation team focused on preparing the data and parameters necessary to launch all other system functionalities. The final element of the implementation project was integration with the Symfonia Forte accounting system, thanks to which the recording and posting of sales and purchase invoices and bank statements is very efficient, as it only takes place once, in a single system. The implementation was completed in the summer of 2014, and since then, the Agora management team has been using the full functionality of the NOVO PM system in their daily work. “The benefits of implementing the system can be easily measured: the time needed to handle a given process is reduced several times over, and we eliminate the operational risks that usually occur when there are no integrated IT tools. Thanks to the implementation of the NOVO PM system, our management team has direct, constant access to the most up-to-date data on the operation of the mall, including the condition of tenants, which allows us to quickly analyze the facility’s operations and quickly implement measures that directly affect the value of our facility. I will not hide the fact that thanks to the NOVO PM system, our shopping center administration costs have definitely decreased,” summarized the shopping center director, summarizing the effects of the system implementation.

The Astri Group is the largest owner of commercial real estate in Estonia. We own shopping centers and a market in four Estonian cities. Due to the growing need for more effective portfolio management, we were looking for software that would help us handle all this information. After conducting extensive research and visiting several software providers, we decided to choose NOVO software provided by Novo Technologies from Poland.
The software implementation process went very smoothly. All the concerns we had at the beginning due to distance, different regulations, and language did not materialize. This was mainly thanks to the Novo Technologies team, which is competent, professional, very helpful, polite, and friendly. Even the most difficult obstacles were overcome thanks to their professional approach, leaving us, as customers, satisfied with the result. They are also very professional in handling all information about our proposals, Estonian legislation, and changes in the system, offering updates via email or phone to ensure that the customer is informed about the progress of the process.
The first impression of the software’s capabilities and ease of use gave us great confidence that NOVO is the key to better management of our portfolio.
As the project manager in the process of implementing NOVO software at the Astri Group, I am happy to recommend the services of NOVO Technologies S.A.
Lease Manager

Since June 2017, we have been managing the three largest outlet centers in Poland: Designer Outlet Warsaw, Gdańsk, and Sosnowiec. Previously, the centers belonged to the Peakside Capital fund and operated under the Fashion House brand.

The IT system for managing the outlets is provided by NOVO Technologies S.A. The software was recommended to us by the previous manager as a comprehensive solution and, most importantly for us, one that includes all the parameters needed to manage and account for retail space, including automatic invoicing. NOVO’s cooperation with the previous manager had been ongoing since 2014, which was an added value for us, confirming that it is a proven and reliable supplier.

After nearly three years of cooperation, we can say that the NOVO Property Management system effectively supports all key processes related to the efficient management of shopping centers. It is also compatible with our accounting system, and the process of full integration during the change from the previous accounting system to the current one went smoothly.

We can always count on the professionalism and commitment of NOVO Technologies S.A. employees in solving problems, searching for optimal solutions, as well as training and supporting new users.

The NOVO Property system is highly recommended as a provider of effective solutions for shopping center management.
Sincerely,
Dawid Rutkowski
Peakside ROS Outlet Management Sp. z o.o.

The NOVO Property Management System is software that covers a wide range of functionalities necessary for property management. The basic implementation of the System took place quickly and without major complications, and additional modifications specific to our
needs were systematically implemented. The software is still being developed and enriched with new modules. In its current form, it offers extensive customization options and virtually unlimited reporting capabilities. After appropriate training, the system is easy to use and user-friendly.
We can confidently recommend NOVO Technologies S.A. to owners and managers of commercial properties as a reliable supplier of high-quality, modern ERP-class IT systems that are perfectly suited to the requirements of the dynamically developing commercial real estate market.
Janusz Ludwikowski
IT Manager

We commissioned NOVO Technologies S.A. to implement a module in our organization that would automate the circulation of purchase documents, including their approval by managers. Another key requirement was the automation of data exchange with the accounting system used in our organization.
NOVO Technologies S.A. implemented the autonomous functionality of the NOVO Property Management module in our company, along with the function of automatic reading of data from electronic invoices (OCR).
The implemented software meets our expectations:

• the OCR functionality significantly facilitates the initial posting of invoices
• the approval paths reflect the document and expense authorization scheme in place in our organization
• automatic system alerts sent by email remind users of pending invoices awaiting approval
• integration with the JD Edwards system works correctly
• cooperation with the supplier’s implementation department was effective

We recommend NOVO Technologies S.A. as a reliable supplier of modern software supporting the work of commercial property managers and owners.

Sincerely,
Justyna Filipczak

Head of CEE
Cromwell Property Group Poland

Garvest limited liability company is affiliated with Garvest Real Estate, a boutique investment fund that creates innovative projects in the premium real estate segment. We have only exceptional developments to our name: the Bałtyk office building (together with the VOX Group) and the Pixele complex in Poznań, as well as the Vienna House Hotel in Warsaw’s Mokotów district, and soon we will spectacularly transform a city block near Wilson Park.

We pay attention to every detail in the investment and management process. That is why we only work with reliable and professional business partners. We began our cooperation with NOVO Technologies S.A. in 2017. With the involvement of both parties, the NOVO Property Management system was quickly implemented to manage our properties.

After several years of cooperation, we can confirm that this is a flexible program that allows us to use specific parameters necessary for servicing our properties. An important element is the constant development of the system and the addition of extra functionalities tailored to our needs. We value the NOVO team’s openness to client expectations and their commitment to the ongoing support of the system. We greatly appreciate their prompt response to reported issues, professionalism and dedication in solving all matters, as well as their patience and effectiveness in conducting training sessions.

All of this makes us confident in recommending NOVO Property as a system that effectively optimizes the commercial property management process.

Magdalena Ptak
Member of the Management Board

We would like to thank the NOVO implementation team for their commitment, prompt response, and professional approach demonstrated during the implementation of the NOVO Property Management system in our organization.

During the implementation process, we requested numerous additional customizations and the introduction of new functionalities. The NOVO team responded promptly, always thoroughly analyzed our needs, and proposed solutions that ensured the smooth implementation and integration of the NOVO Property Management module with our accounting system.

We recommend NOVO Technologies as a professional advisor in the process of implementing a system that supports property management.

Monika Krzyżanowska
Chief Accountant
HINES Polska Sp. z o.o.

Due to the rapid growth of our retail property portfolio, we decided to improve management in the area of property management.
A key aspect in this context was selecting the right IT tool – one that would be well-suited to our operations, scalable (considering our investment plans for the coming years), capable of integrating with our financial and accounting system, and, above all, comprehensive and efficient.

We chose the NOVO Property Management product by NOVO Technologies S.A.
Our decision was preceded by a review of the product and its references.
NOVO Property Management proved its advantages and met our requirements in daily operations, helping to streamline the management of our rapidly growing portfolio of properties.

Special recognition goes to the individual approach of the Implementation and Technical Support Department, and in particular to the Head – Ms. Bronisława Pela.

Therefore, we recommend this product as a highly effective IT tool for anyone managing commercial properties.

President of the Management Board
Napollo Management Sp. z o.o.

We have been using the NOVO Property Management software since 2016, when we decided to carry out a pilot implementation of the module designed to handle the property management area.

The NOVO Property Management software was implemented to manage several newly acquired office buildings in our portfolio. The implementation was completed quickly, and the support provided by NOVO’s team of consultants—both during the implementation stage and in the post-implementation period—was highly professional. The NOVO Property Management module proved to be comprehensive (covering all processes required by us in the property management area) while also being very user-friendly in our daily operations.

With such positive experiences regarding both the product itself and the NOVO team, we can recommend the producer of the NOVO Property Management software as a professional provider of efficient IT systems for companies in our sector (managing large commercial property portfolios).

Director
Human Resources and Administration Management

We decided to purchase an IT system to support our management department in handling the growing portfolio of our retail properties.

Our choice was the NOVO Property Management system by NOVO. The implementation covered both the NOVO system itself and its integration with two financial and accounting systems used by our company.

The NOVO system proved to be a modern, comprehensive tool that automates many specific processes related to managing retail properties. It has met our expectations.

We recommend this tool as highly suitable for companies managing retail properties.

Chief Operating Officer
Karuzela Holding

Rapid Growth of the Property Portfolio vs. Ensuring Operational Efficiency in Asset Management

NEWGATE INVESTMENT Sp. z o.o. is a company whose main business strategy is investing in properties with retail operators in prime locations, offering strong purchasing power potential and ensuring long-term, stable business operations. The company is investing intensively in retail properties in Poland and currently manages over a dozen retail facilities.

Planning as the Source of Operational Efficiency Amid Rapid Growth

NEWGATE INVESTMENT (NGI) began its operations on the Polish market by acquiring two medium-sized retail parks. From the outset, however, the company’s strategy envisioned rapid growth of its property portfolio through acquisitions and investments in new facilities. The company’s management, with extensive experience in the retail sector, has always placed strong emphasis on optimizing all processes related to property management, guided by the principle that optimizing the operating costs of commercial properties and ensuring effective management are, in the current market conditions, among the key drivers of increasing property value—especially in retail.

“Considering our company’s plans for rapid growth, I was certain that a spreadsheet and accounting system would quickly become inefficient, and certainly would not be the optimal long-term solution for the company. The pace of change in the retail sector and the variety of conditions negotiated by tenants require proper planning right from the start.” – Robert Dudziński, Head of Asset Management, NGI

The retail sector is currently highly saturated, which means that tenants can negotiate such a wide range of lease terms that even the manager of a single property may encounter multiple models for settling utilities, service charges, turnover rents, indexation, or lease securities. Given these conditions, the company’s management decided, right from the start, to implement a modern, specialized IT tool—replacing the standard management methods used by many newly established property management entities, which often rely on Excel spreadsheets supported by a financial and accounting system.

Following a tender process, the company selected NOVO Technologies’ offer for the NOVO Property Management (NOVO PM) system as the most suitable for the specifics of managing retail properties. It also stood out for its flexible pricing model tied to the growth in the number of managed properties, removing the “entry barrier” at the start of cooperation and allowing the company to align the costs of implementing and maintaining a comprehensive IT system with the development of its core business.

Portfolio Growth as a Driver for IT System Development

Initially, the system was implemented based on its standard functionality and built-in package of operational and management reports. A project team consisting of representatives from both companies prepared the initial data set for the system, carried out proper system configuration, and completed this stage with test invoicing for tenants. The test results were positive, and after user training, NGI could begin full production use of the system.

In the first year of using the system, NGI quadrupled the number of managed retail parks through acquisitions, and the number of lease agreements increased severalfold.

“As our business developed, we began to see the need to integrate the NOVO PM system with our accounting system. This integration proved to be a significant improvement for both the accounting department and the property managers working directly with tenants.” – Robert Dudziński, Head of Asset Management, NGI

The lease portfolio began to include more non-standard provisions, the number of issued documents increased significantly, more cost invoices were processed, and there was a need for new categorization of certain tenants, units, and rental charges. This situation required optimizing the NOVO PM system’s configuration, including redefining the reporting system, adjusting methods for issuing and settling dual-currency invoices, and introducing different rental charge categories.

Additionally, NGI decided to integrate NOVO PM with the Sage Symfonia financial and accounting system, aiming to optimize revenue posting, improve receivables management efficiency, and provide much more advanced cost analytics per property and per tenant. Thanks to automatic system integration, some settlement processes were shortened, manual data transfer was eliminated, the scope of available reports was expanded, and the time required to prepare them was reduced.

One of the most significant new features enriching NOVO PM’s functionality was the dedicated Net Operating Income (NOI) report, accessible “with one click,” which became one of the key reports in managing the company’s property portfolio.

The need to adapt the system to the client’s new business situation is a test for any software producer—whether they have designed a flexible system architecture, embedded best business practices, and possess the know-how of the industry to be a true business partner and advisor.

“I am pleased that the quality of our work has earned us a reference from NGI.” – Marcin Grodzicki, President, NOVO Technologies

We recommend the services of NOVO Technologies S.A., the manufacturer of the NOVO Property Management system. We have been using the services of NOVO Technologies since the fourth quarter of 2012, when we chose this company as our supplier of a shopping centre management system. During implementation, the NOVO Technologies team worked under considerable time pressure, as the commercial launch of the system was scheduled for the beginning of January and implementation work began in early December. The implementation team handled this challenge very well – despite the very short time the implementation team had for configuration and data preparation, the system was ready for automatic invoicing at the beginning of January. In a very short time, the implementation team also successfully integrated the NOVO Property Management system with the accounting system used by one of our clients. The NOVO Property Management system itself is comprehensive, i.e. it maps all key processes related to the effective management of shopping centres, while being very ergonomic in everyday use. I recommend NOVO Technologies as a reliable provider of comprehensive IT solutions for the shopping centre industry.

Property Management Director
METRO Properties Sp. z o.o.

Improved quality and comfort of work thanks to an IT system tailored to client expectations

Innovative Facility Management Polska Sp. z o.o. (IFMPL) is a Polish company with its headquarters in Warsaw. The company provides services to property owners and managers throughout Poland. IFMPL provides comprehensive property management services (Facility Management), i.e. management of technical, infrastructural and economic functions of all types of properties: industrial, logistics, office, commercial, hotel and public. Among the services offered by the company, the following are particularly important: technical management of real estate, economic management of real estate, cleaning of internal and external parts of real estate, property protection, waste management and office and administrative services.

Proper understanding of client needs as the foundation for a successful IT project

“The key issue for us was that the FM management system provider would adapt the system to the specific nature of our business and our FM practices. We were not interested in an off-the-shelf solution where we would have to adapt to the logic or functionality of the IT system,” said Paweł Rozpończyk, Vice President of the Management Board, IFMPL. Due to the extensive experience of its management team and its cooperation in an international team, IFMPL approached the selection of an FM software provider in a very mature and decisive manner, with a clear vision of its software requirements and selection criteria. The key to the success of the implementation project was proper pre-implementation analysis and, as a result, precise definition of the requirements of all future users and IFMPL management. During the analysis stage, the consultant acting as project manager on behalf of NOVO Technologies spent two days with IFMPL’s technical staff, observing their work and communication with their superiors. During this stage, the consultant also agreed on the scope of expectations regarding the planned effectiveness of the software and the scope of reporting. Finally, a set of expected functionalities for the target FM management support system was developed, along with a plan for their implementation in accordance with IFMPL’s expectations.

Improvement of quality and comfort of work due to adjustment of the IT system to the Client’s expectations

The implementation of the NOVO Facility Management module covered two key areas, namely the registration and handling of requests and the planning and execution of periodic activities, including the registration and categorisation of equipment. Both areas have a set of reports established during the pre-implementation analysis and adapted to the expectations and specific nature of IFMPL. In preparation for implementation, the software supplier, NOVO Technologies S.A., prepared appropriate modifications to the system, including the method of entering requests in accordance with IFMPL’s expectations. The modification, aimed at ensuring maximum simplicity and intuitiveness of use, and thus the highest ergonomics of working with the system, included the design of new forms and the creation of macros for the most common reports, which significantly reduced the time needed for users to enter them into the system. Another IFMPL expectation that was taken into account during implementation was the need to adapt the work time recording functionality, which was related to the need to build a knowledge base on the utilisation of human resources dedicated to facility management and to facilitate the planning of such resources in the future. Work time record analytics also provide management with information on the amount of time spent by a team or individual employee on handling requests and periodic activities. The NOVO Facility Management module has also been adapted to IFMPL’s needs in terms of graphical data presentation. During implementation, the system was configured to provide users with a map of the facility with the location of devices marked on the map. This functionality facilitates and shortens the time it takes for service personnel to reach the location or device where their intervention is required. The implementation met all of the client’s expectations – the NOVO Facility Management module was properly parameterised and developed in terms of functionality and data presentation. This approach enabled IFMPL employees to quickly get to grips with the system, as it was in many ways consistent with the practices they were used to and already familiar with. “The nature of the services we provide to our clients obliges us to exercise full control over the processes necessary for integrated property management and to take responsibility for them. Software that is well suited to the specific nature of our operations helps us to carry out these tasks,” said the Vice-President of the Management Board of IFMPL.

Rank Progress S.A. is one of the most dynamically developing investment and development companies in Poland. Since 2001, the company has completed over 30 shopping malls and centres. In 2012, we began cooperation with NOVO Technologies as the supplier of the NOVO Property Management system for managing our several current and planned commercial properties. We are satisfied with the services provided by NOVO Technologies and its NOVO Property Management system. The system covers the full range of property management functions and is very easy to use. We particularly like the automation of invoicing for tenants, which saves a lot of time in day-to-day tenant accounting. We highly value the service provided by NOVO Technologies – quick response, flexibility and good communication. We also received comprehensive, active and prompt support during integration with our accounting system. We recommend NOVO Technologies as a professional provider of a high-quality commercial property management system.

Member of the Management Board
CFO
Rank Progress S.A.

AXI IMMO provides references for the NOVO Property Management (NOVO PM) system, which supports the management of commercial properties and lease contracts. For our company, which provides property management services, it was important that the system be scalable, flexible and comprehensive. We work for clients of various sizes, who have very different tenants and different structures in their lease contracts, which is why the above features were and remain crucial. The NOVO PM system proved to be a solution that meets our expectations. Working in the system is intuitive, and the system itself is ergonomic and very well suited to the specific nature of our business and our clients (owners, investors, developers). The implementation of the system is also an uncomplicated and fairly quick process. Thanks to the support of the technical team at NOVO Technologies and a friendly implementation methodology, we were able to start working on the system after only 6 weeks. I recommend NOVO PM to all entities that want to increase the efficiency of their Property and Facility Managers and have real-time access to reports on their property portfolio, costs and revenues. The system automates many activities and operations that previously took us much more time, so the increase in efficiency is somewhat automatic. The Technical Support Department also deserves praise for its prompt and professional response to all requests and enquiries.

Director of the Property Management Department
Axi Immo Group Sp. z o.o.

We have been cooperating with NOVO Technologies S.A. for the last two years. We rate this cooperation very positively. In particular, we highly appreciate the level of professionalism and commitment of NOVO Technologies S.A. employees responsible for client contact. It is worth emphasising how easy it is to find a common language with the company’s IT specialists, which is not often the case in the IT industry. The NOVO Property Management system is user-friendly and intuitive software that covers virtually all the functionalities necessary for property management. In summary, NOVO Technologies S.A. is a reliable business partner offering a good and user-friendly property management programme.

Director of SK&S

Citrus Sp. z o.o., which I represent, is a company managing shopping centres on behalf of large international property owners. In December 2011, after extensive market research into available computer systems for commercial property management, we decided to choose the NOVO Property Management system from NOVO Technologies, which perfectly meets the needs of property managers and is far superior to any other software we considered. We implemented the NOVO Property Management system very quickly. In just three days, we entered into the system a shopping centre that we were in the process of taking over during the implementation and training of the NOVO system. This was possible thanks to the full commitment of NOVO Technologies, whose support team quickly launched the system, fully integrated it with our accounting system serving various special purpose vehicles, trained our employees, and responded very quickly to all enquiries. Currently, the system provides us with a complete set of functions for managing and settling all lease contracts, even those that are unusual, with complex parameters and specific provisions. At present, the system requires virtually no support from NOVO Technologies, i.e. our team is able to operate it completely independently. The system runs without any technical interruptions or failures. NOVO Property Management software is crucial to our daily operations. We are very satisfied with it, as well as with the exceptionally fast client service and good understanding of our needs by NOVO Technologies. We look forward to continuing our cooperation.

CEO
Citrus Sp. z o.o.

I hereby certify that Novo Technologies S.A., with its registered office in Warsaw, at ul. Cybernetyki 7B, has implemented the Novo Property Management and Novo Facility Management systems for WISAG Polska Sp. z o.o. Novo Technologies S.A. demonstrated a high level of service, due diligence and a professional approach to the tasks entrusted to it. The cooperation was smooth and reliable, which was undoubtedly influenced by the professionalism, honesty and high qualifications of the company’s employees. Importantly, even after implementation, Novo Technologies S.A. provides top-notch service, and the system administrators always provide comprehensive technical support and are able to carry out non-standard tasks tailored to the client’s needs. The NOVO Management system itself is well suited to our business, intuitive and reliable. We will definitely continue to use it in the future, introducing further buildings managed by us to NOVO. The timely implementation, high quality and very good organisation of work allow us to recommend Novo Technologies S.A. as a reliable and solid partner.

Yours sincerely,
BREEAM Assessor

I recommend the NOVO PM system as a very good tool for large commercial real estate property management companies, managing diversified portfolios of facilities (retail, office, logistics and warehousing).
NOVO PM, which we chose, turned out to be a perfectly matched platform for such a large, leading asset and property manager on the Polish market as Savills. The implementation of the NOVO PM module was quick, the implementation team was responsive and professional. Daily use of the system, despite its complexity, is intuitive and perfectly suited to Polish market conditions.
In case you might be interested in some specifics of the NOVO software and Savills experience with it, feel free to contact me or my colleagues.
Michał Bryszewski

Board Member, Head of Property & Asset Management
Savills Sp. z o.o.

Auchan Polska has been using the NOVO Property Management system since 2015. The system provides comprehensive support for property management of several dozen Auchan facilities in Poland. The decision to choose a new property management system for the Auchan chain was a direct consequence of the acquisition of several dozen retail facilities previously operating under the Real brand, together with their tenants and all technical infrastructure. The NOVO Property Management system met our expectations and proved to be a very flexible tool, perfectly suited to the specific nature of commercial facilities, while the team of consultants at NOVO technologies demonstrated professionalism, proactivity and excellent knowledge of the retail sector. We recommend the NOVO Property Management system as a very well-suited tool for commercial property managers, with an excellent implementation team.

Development Director

Knight Frank Sp. z o.o. has been using the services of NOVO Technologies S.A. since 2011. We were looking for a flexible and modern IT solution that could support the work of our property management department. We were interested in the offer of NOVO Technologies, the manufacturer of NOVO Property Management software. We decided to test the NOVO Property Management system. During the trial implementation of the system, NOVO Technologies convinced us of the quality of its offer, meeting the very high requirements that our company places on suppliers of this type of solution. The test project allowed us to assess the high quality of the NOVO Property Management system, including its great flexibility and excellent adaptation to the specific nature of the Polish market in the area of property management. The system is very easy to use and fast. We also particularly appreciated the professionalism of NOVO Technologies’ employees, who responded promptly to our questions and made many modifications to the system at our request in a very short time. The positive experience from the test implementation was confirmed during the full commercial implementation of the NOVO Property Management system in our company. I can fully recommend the services of NOVO Technologies S.A. as a reliable, trustworthy and professional business partner, providing the highest standard of service in the delivery and maintenance of complex IT systems.

Partner
Head of Property Management
Knight Frank Sp. z o.o.

To whom it might concern. Caelum Real Estate Asset Management (CREAM) part of the Caelum Development Group of companies selected the NOVO Property Management system of NOVO Technologies company in late 2012 to provide a comprehensive property management system that can manage our leases, provide integrated budgetary control and comprehensive reporting as well as integrating with the very specific needs of our accounting program Symphonia and polish regulatory requirements.
Following the first phase 3-month implementation we started using the system for lease management and tenant invoicing in over 20 buildings going live in February 2013. The system is easy to use with training done in relatively small time and the learning curve in use proving very fast. lt’s availability through the internet is a great advantage for us given our large geographic spread. We now have all our data in one data base and this is contributing greatly to an improved flow of information within the organisation. The systems precision and reliability is assisting us to improve our own reporting precision and develop new insights into our portfolio.
We commend NOVO Technologies on their attentiveness to our concerns and fast reactions to our needs.
Integration with our accounting package Symphonia has been successful completed and we are commencing to utilize the system for our debt collection process, budget management and routine reporting.
We are glad to recommend the NOVO Property Management system.

President
Caelum Real Estate Asset Management

The Valad team appreciates the hard work and long hours you put into delivering a working system for our business. The project deadlines could not have been achieved without your responsiveness and commitment. Overall, it was a successful implementation.
Our property management and accounting teams were able to use the system to perform their business functions adequately from the scheduled live date onwards and critical issues during the implementation phase were dealt with in a timely manner. Occasionally the suggested solutions to issues raised were not clear and some issues took longer to resolve than anticipated but ultimately all identified issues were resolved by both teams adopting a flexible, collaborative approach. There were some parts of the project where your technical experiences were limited e.g. data import into JD Edwards, however, you were able to overcome the problems and successfully develop a fully operational interface on a very short timescale. The NOVO team and solution on balance have lived up to our expectations and proved that NOVO was the right choice for Valad.
Thank you for your help. We look forward to continue working with you and forming a closer partnership in the future.

Head of Information Systems Europe
Valad Europe

DEKADA Realty has been cooperating with NOVO Technologies since the end of last year. We chose the NOVO Property Management system, which has been supporting the management of our property portfolio for over 9 months now. We chose this system based on an analysis of its comprehensiveness, flexibility, ease of use in everyday work, and quick implementation time, which was confirmed during implementation and subsequent use of the system in everyday work. NOVO Technologies has also integrated the NOVO Property Management system with the F-K SAGE Symfonia system used in our company. Thanks to this, the exchange of information between the systems is automatic. I would recommend NOVO Technologies to other commercial property developers as a reliable, high-quality supplier of a modern property management IT system that is well suited to the requirements of the dynamic retail market.

Director of the Property Management Department
Dekada Realty Sp. z o.o.

Implementation of a fully automated utility billing and invoicing process

MLP Group is the first warehouse space developer listed on the Warsaw Stock Exchange. It has been operating on the commercial real estate market since 1998, specialising in the construction and management of modern warehouse centres. The company acts as a developer, consultant and property manager, involved at every stage of the logistics park’s development, from the initial location decision, through design, obtaining all permits, construction, commercialisation and then property management. MLP Group’s position in the warehouse centre sector in Poland is defined by its portfolio of managed assets, comprising six logistics parks with approximately 388,000 sq. m of net warehouse and production space leased.

Tenant diversity – different utility billing models

“Our warehouse parks have very advanced and quite complex methods of settling utility bills with tenants. I am thinking primarily of electricity. Shortening and simplifying the utility billing process was one of the main goals of implementing the NOVO Property Management system,” says the Property Management Director at MLP Group.
MLP Group has a very wide range of tenants in its logistics parks. These include companies that only lease space to store their products, as well as entities engaged in manufacturing, with a fully equipped machine park, a team of employees and packaging large quantities of products. Such a diverse tenant portfolio has an impact on the complex system of utility consumption billing used by MLP Group, including consumption and charges for electricity, water and heating. The relatively high level of complexity of this process is related to the fact that some utilities are billed based on meters or on the difference between two meters, some are settled based on the occupied area, i.e. the classic method of “square metres” or share in the area of the facility, but there are also cases of settlements depending on the number of people working for the tenant (e.g. water in specific cases). In view of the above, the need to automate the utility billing system currently in place at MLP Group and integrate it with automatic invoicing has become very urgent.

Many billing models – one modern work tool

The MLP Group, which had been using the NOVO Property Management system for invoicing and lease contract management for some time, asked NOVO Technologies, the system’s manufacturer, to automate the entire utility billing process within the NOVO Property Management system. The NOVO Technologies team of consultants had to start their work with a very detailed analysis of all billing models used by MLP Group.”The implementation of media billing functionality at MLP Group was one of the most complex implementations we have ever carried out, considering the way media is billed at the facility,” said Marcin Grodzicki, CEO of NOVO Technologies S.A. The settlement of electricity costs was a particularly ambitious task, as it was necessary to take into account energy losses resulting from the conversion of high voltage to low voltage installations. It was possible to reflect all the utility billing practices in use at MLP Group thanks to the algorithmic architecture of the NOVO Property Management system, which allows for the modelling of virtually any billing process, in which a large number of fixed and variable elements can be defined and linked by any dependencies. This makes the system extremely flexible and open to all market practices in the commercial real estate sector, not only in the area of utility billing, but also in relation to service charges, for example. After NOVO Technologies implemented changes to the system at MLP Group, the scale of the increase in the efficiency of the settlement process was very large. The time needed to prepare utility bills enabling the start of re-invoicing to tenants was significantly reduced, and in addition, the transparency of the entire billing process improved greatly, thanks to which utility bills in the company can be prepared by virtually anyone from the property management department, and not only by an employee specialising in utility billing and cooperation with tenants in this area.

Property Management system adjusted to specific needs of the client

Peakside Capital is active across all property types in Germany and CEE. The funds’ portfolio includes, among other assets, three outlet shopping centers-Fashion House Outlet located in Warsaw, Gdansk and Sosnowiec. These Outlets, with many premium International brands in their tenant mix, are operated by the Fashion House Group. The centers have repeate dly received high places in prestigious competitions, among others as the Top 10 best managed shopping centers in Poland in 2011 (organized by the Polish Association of Retail Space Tenants), or as the best outlet centers in Central and Eastern Europe in 2008, 2009 and 2010 (organized by the EuropaProperty.com).

Background for the implementation of the property management system

Introducing modern IT tools to support “best in class” property management have always been the focus of both the owners and managers of the Peakside and Fashion House Group.
The company, with a view to optimize business processes, management and maintenance costs, as well as to develop a high-quality knowledge base about properties, tenants and operating costs, in the past few years implemented several IT solutions. They included, among others the accounting system from one of the most well-known software companies, the world-class BMS systems supporting media management as well as the customer counting systems.
The next, logical step from Peakside Capitals perspective was a decision to implement an advanced property management system (“PMS” system) that offered a high level of automation of key processes and could easily integrate with other systems functioning within the company. The main objective was to increase the management efficiency in the area where a significant amount of the work was be ingdone so far on spreadsheets. This was time-consuming and engaged part of the company’s human resources, particularly in the area of accounting and reporting. In addition, the owner wished to have constant access to the most current data as regards the daily activities of the centers. The company worked on qui teextensive chart of accounts, while the provisions of the lease agreements were sometimes very complex, requiring constant monitoring from managers and owners.
The company, via a tender procedure, decided to take advantage of the offer from NOVO Technologies S.A., developer and distributor of the NOVO Property Management system. „The decision to implement a property management system was a natural consequence of our strategy to implement solutions to improve management efficiency with in the whole Fashion House Group. The PMS system supplier was selected in atender procedure, in which 5 manufacturers participated. The offer from NOVO Technologies proved to be the most appropriate fit to our expectations and specific activities” – Operations Director, Fashion House Group

Adjusting the implementation project to specific needs of the client

The NOVO Property Management implementation project consisted of three major stages:

• Preparation and import of data about objects, tenants and lease agreements as well as parameterization of the system,
• Integration with the financial (accounting) system and the customer counting system,
• Preparation and implementation of additional functionalities and features specific to Peakside and the Fashion House Group activity.

Under the last point, NOVO Technologies provided dozens of different system modifications to better fit the system to the requirements of their Client, including among others:

• modified algorithm for accounting for turnover rents for permanent and short-term tenants,
• prepared the range of graphical and tabular reports presenting turnovers, visit frequency, and other selected parameters of the lease agreements based on plans of each of the centers, available in .dwg format,
• modified the Rent-roll report,
• implemented intelligent document archive functionality integrating it with the OCR type system which allows full flexibility in searching for information and data, also within the content of the documents stored in the archive,
• modified the layout of multiple documents within the system, including among others invoices and letters/documents for tenants,
• introduced additional parameters to the functionality of the lease agreement, specific to Peakside and the Fashion House Group activity,
• integrated the NOVO Property Management system with the customer counting system.

The above changes to the standard version of the NOVO Property Management system enabled to reflect within the system the specific management processes the Group is used to, allowing for increased efficiency of the property management department, including those employees responsible for tenant accounts and contacts, as well as the accounting department. „Without well-chosen and tailored to our needs IT tools it would be harder for us to implement the key strategic objectives. The NOVO Property Management System proved to be very flexible and open to quick changes and modifications, which, combined with the high level of automation settlements and extensive analytics reports, met our expectations” – Head of Asset Management, Peakside. „The project realized for the Fashion House was very interesting for us in terms of its scope. Our NOVO Property Management system is a complete solution and should meet the needs of virtually any property manager, but in the case of the implementation for Peakside and the Fashion House Group we enhanced the system with new variants of certain processes and data presentation. It is for us a very valuable experience because it raises the level of competence and expertise of our consultants in the context of the needs of clients” – Marcin Grodzicki, CEO, NOVO Technologies S.A.

Effective settlement of service charges as a way to build lasting, positive relationships with tenants

CPD S.A. is a capital group controlling a group of subsidiaries whose activities are focused on development projects in the office and residential segments. CPD S.A.’s business consists in acquiring land and constructing office or residential buildings on it, as well as purchasing existing properties with potential additional value that can be realised by changing the property’s purpose or by upgrading its standard and optimising the lease or sale area. The Group has offices in Warsaw and Budapest.

Service charges and their settlement are one of the key processes in commercial property management

“Of the many requirements we defined on our side, one of the most important was the functionality related to the handling of service charges. This area was the most complex and, at the same time, particularly sensitive from the point of view of business relations with tenants and building our image as an effective and reliable property owner.” – Member of the Management Board, CPD S.A. Due to the growth of the capital group and the number of properties and tenants it manages, the management board decided to optimise the processes related to the management of office properties in the company’s asset portfolio. An important element of the optimisation project was the implementation of an appropriate IT tool that would comprehensively handle all issues in the area of documentation, accounting and reporting, while providing a high level of data security and automation of the most time-consuming processes related to facility management. The company’s management paid great attention to saving time and human resources dedicated to facility management, while maintaining a high quality of service for tenants. This standard included the timeliness and transparency of all types of settlements communicated to tenants in order to eliminate any potential doubts that might arise.
“We make every effort to maintain a high level of trust with our clients. The NOVO Property Management system, through its functionality, measurably helps us to achieve this goal,” said a member of the Management Board of CPD S.A. The IT solution chosen by CPD S.A. was the NOVO Property Management system developed by NOVO Technologies S.A. One of the main criteria for selecting the system was the functionality of automatic settlement of service charges in the models used by CPD S.A., in which different categories of costs are settled according to different keys for individual tenants. The lease contracts provide for the division of costs both in terms of the tenant’s share in the facility’s space and the existence of cost items attributable to groups of tenants or individual tenants. In addition to automating key facility management processes, the implementation of the system had to ensure full transparency of settlements for all tenants, guaranteeing the correct settlement of all lease contract entries and, as a result, enabling the development of lasting, good relations with tenants

IT system flexibility in response to the expectations of demanding tenants

“The fully automated service charge settlement mechanism, which takes into account all legal requirements, is a feature that forms the foundation of the NOVO Property Management system. Until now, the standard feature of the system was to generate a statement of costs incurred and advance payments made, but always on an annual basis, at the level of main cost categories. Presenting the statement on a monthly basis was a new feature and required quite complex programming work, which, thanks to the flexibility of our system, was completed in a very short time,” said Norbert Pawlik, System Architect/CTO, NOVO Technologies S.A.
After the implementation was completed, NOVO Technologies was faced with a new task resulting from CPD S.A.’s approach to full transparency of service charge settlements and the manner of communicating them to tenants. The idea was to attach to each statement a CPD-specific format listing all fees incurred for the maintenance and operation of the building, together with a list of advance payments made by the tenant and a balance indicating any additional or overpayments. In addition, due to the seasonal nature of some costs or their cyclical nature at various intervals, the company’s management decided to meet the expectations of some tenants by introducing an annual operating cost report on a monthly basis.
“We place high demands on our suppliers and business partners. In the IT area, the NOVO Property Management system is our basic work tool and I highly appreciate the benefits of its implementation,” said a member of the Management Board of CPD S.A.
NOVO Technologies had only a few days to implement the changes to the system, but managed to do so thanks to the flexibility of the system resulting from its well-designed architecture. Thanks to this change, the CPD S.A. capital group was able to eliminate a large part of the work involved in manually preparing additional statements for tenants and achieve a higher level of transparency in operating cost settlements. This will certainly translate into better relations with the tenants of the CPD S.A. capital group in the future.