COMPANY case study Largest commercial real estate firm in Northern Europe utilizes M-Files for project management BUSINESS PROPERTY MANAGEMENT INDUSTRY COMMERCIAL REAL ESTATE LOCATION FINLAND DEPLOYMENT ON-PREMISE WHY M-FILES? DOCUMENT CONTROL ASSET TRACKING PROJECT MANAGEMENT Founded in 1994, Newsec is the largest specialized commercial property firm in Northern Europe. The company manages more than 1,000 commercial properties and provides services to most of the leading property owners, investors and corporations in the Nordic region. Commercial real estate is an information-intensive business, and numerous documents are managed for each property, such as leases, contracts, tenant information, building records and renewal letters. Newsec was using internal network file folders to manage its massive collection of documentation, which was proving to be inefficient and ineffective. Newsec’s staff was spending a significant amount of time searching for the current and correct versions of property files and records, and the process of ensuring the appropriate internal and external individuals were reviewing and approving documents was less than optimal. In 2009, the Finland-based division of Newsec embarked on a mission to select and deploy an enterprise content management (ECM) system to gain greater control over its commercial real estate documentation and associated processes. Newsec found a solution that was perfect for addressing its document management and workflow needs – M-Files. In a short time frame, Newsec deployed M-Files in their 200-person Finland-based office. Newsec consists of five separate business units (Capital Markets, Leasing, Asset & Property Management, Valuation & Advisory, Corporate Solutions), and all five groups are using M-Files. M-Files simplifies project management, resource allocation activities The Valuation & Advisory group at Newsec is leveraging M-Files for project management and to improve its resource management and allocation activities. For example, Newsec utilizes M-Files in order to allocate its staff members to different projects, and tracks the specific workload percentage for each project an employee is working on. This enables Newsec’s management team to quickly see and evaluate the current workload for each person, department, and project team. THEY SAID IT “We do not have to rely on extraneous solutions, we’re able to configure M-Files to address several different needs and requirements.” MICHAEL WILHELMSSON, IT DIRECTOR, NEWSEC Enhanced team resource management is just one of the benefits Newsec has experienced with M-Files. With the ability to create relationships among projects, properties, documents and processes in M-Files, the company has quick access and insight into all of the documents and processes associated to each property, each asset and each project. In addition, Newsec uses the workflow features in M-Files for the routing of project-related documents for review and approval. “Many of the documents we manage in M-Files require one or more staff members to review and approve them – and this process is much more precise and efficient now with M-Files. We’ve set up automatic notifications to alert both internal staff and tenants when certain actions must be taken at specific times, such as for lease renewals,” said Michael Wilhelmsson, IT Director at Newsec. Newsec uses the permissions management capabilities in M-Files to restrict access to certain documents to ensure only authorized individuals can access confidential information. “Often times, there is sensitive or confidential information included in contracts, tenant-related files, and other commercial real estate documentation, and with M-Files, we’re able to ensure only authorized people within our company can access this content,” said Wilhelmsson. M-Files provides asset management unit with insight into property status Newsec also leverages the M-Files platform as their asset management, CRM and ERP solution. All of Newsec’s customers, accounts, properties, contracts, negotiations, etc. are modeled into M-Files, which serves as a centralized platform that drives processes related to nearly every aspect of their business. Newsec staff can access any of the company’s properties within M-Files and have immediate access to critical information such as where it’s located, who owns it, how many units the property has, the size of each apartment and/or office space, who the renters/leasers are, how long each lease agreement is for, the status of the lease renewal, and many other important aspects related to the property. Asset management is an important M-Files use case for Newsec. There is a mandatory information management and delivery process that must be followed for each property Newsec sells via an investment partner, and the company can export information about each property and publish it to the respective partner quickly and easily with M-Files. m-files.com 972.516.4210 358.3.3138.7500 sales@m-files.com Newsec has established separate M-Files vaults for several of its larger investment partners, and one such example is Pohjola Kiinteistösijoitus Oy, which is the largest insurance and banking company in Finland that owns or manages real estate worth an estimated €1b. Newsec has created a separate M-Files vault and dedicated workspace for Pohjola, which includes all relevant documentation related to the real estate assets Newsec manages on their behalf. In addition to serving as a central repository that is accessible to both Newsec and Pohjola, the two organizations utilize the robust workflow capabilities in M-Files to manage the review and approval of capital expenditures.
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