Automated KPI Report Definitions
REST Professional now includes three automated Key Performance Indicator KPI reports. These new reports provide the ability to benchmark and improve efficiency within your business. Reports provided are:
- Property Manager KPI Report
- Team KPI Summary
- Office Benchmarks and KPI Summary
The reports bring together property portfolio information making it easy to identify areas that are performing and those that require attention.
The reports are automatically generated on a weekly and monthly basis in Microsoft Excel format. When generated, an email notification will be sent to a designated email address containing a link to the reports location on your network.
This document details the definitions of each of the fields displayed in those reports.
Definitions
- Current Tenant is defined as a tenant that is attached to an active property and does not have vacate date or the vacate date is not past the report end date.
- Manager is defined as a Property Manager; not an Other Manager.
Property Manager KPI Report
The Property Manager KPI Summary Report provides both detailed & summarised information about an individual property manager’s portfolio within the following sections: Active Properties Summary, Management's Gained/Lost and Net Gain, Financial Summary, Vacancy, Arrears, Inspections, Rent Review, Leasing New Business & Renewals and Property Maintenance.
Listed below are the definitions of each of the fields displayed in this report.
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KPI Description |
Definition |
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Property Manager KPI's for [Manager] XX/XX/20XX - XX/XX/20XX |
Displays the Managers full name and the date range of the report; weekly or monthly |
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Active Properties Summary as at XX/XX/20XX |
This section displays values as at the report end date |
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Active Properties Residential - Tenanted |
Number of Active Residential Properties with a Current Tenant as at the report end date |
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Active Residential Vacant |
Number of Active Residential Properties without a Current Tenant as at the report end date |
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Active Properties Residential Total |
Sum of Active Residential Properties Tenanted and Active Residential Properties Vacant |
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Active Properties Commercial - Tenanted |
Number of Active Commercial Properties with a Current Tenant as at the report end date |
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Active Commercial Vacant |
Number of Active Commercial Properties without a Current Tenant as at the report end date |
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Active Properties Commercial Total |
Sum of Active Commercial Properties Tenanted and Active Commercial Properties Vacant |
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Active Properties Tenanted Total |
Sum of Active Residential Properties Tenanted and Active Commercial Properties Tenanted and Active Industrial Properties Tenanted |
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Active Properties Vacant Total |
Sum of Active Residential Properties Vacant and Active Commercial Properties Vacant and Active Industrial Properties Vacant |
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Active Properties Total |
Sum of Active Properties Tenanted Total and Active Properties Vacant Total |
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Active Properties Common |
Number of Active Common Properties |
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Active Owners Total |
Total Number of Active Owners that are attached to a Residential, Commercial or Industrial Property, excluding Common and Holiday Properties. Owners with multiple managers will be included in each managers report |
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Active Properties per Owner |
Active Properties Total divided by the number of Active Owners Total |
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Team KPI Summary
The Team KPI Summary Report provides all property managers portfolio information in one report. The report contains all Summary sections from the Manager KPI Summary Report. The report has four columns:
- Property Manager Name
- KPI Descriptions: This column contains headings from the Property Manager KPI Report
- Value: This column displays the values from the revenant Property Manager KPI Report
- Percentage: This column displays Values displayed as a percentage of your rent roll
Using Excel filters, at a glance you can filter by property managers to ensure they are meeting each Key Performance Indicator.
Team KPI Summary - Value Column Definitions
|
KPI Description |
Definition |
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Team KPI Summary for XX/XX/20XX - XX/XX/20XX |
Title displays Team and the date range of the report |
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Active Properties Residential Tenanted |
Number of Active Residential Properties with a Current Tenant as at the report end date |
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Active Residential Vacant |
Number of Active Residential Properties without a Current Tenant as at the report end date |
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Active Properties Residential Total |
Sum of Active Residential Properties Tenanted and Active Residential Properties Vacant |
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Active Properties Commercial Tenanted |
Number of Active Commercial Properties with a Current Tenant as at the report end date |
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Active Commercial Vacant |
Number of Active Commercial Properties without a Current Tenant as at the report end date |
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Active Properties Commercial Total |
Sum of Active Commercial Properties Tenanted and Active Commercial Properties Vacant |
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Active Properties Industrial Tenanted |
Number of Active Industrial Properties with a Current Tenant as at the report end date |
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Active Industrial Vacant |
Number of Active Industrial Properties without a Current Tenant as at the report end date |
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Active Properties Industrial Total |
Sum of Active Industrial Properties Tenanted and Active Industrial Properties Vacant |
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Active Properties Tenanted Total |
Sum of Active Residential Properties Tenanted and Active Commercial Properties Tenanted and Active Industrial Properties Tenanted |
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Active Properties Vacant Total |
Sum of Active Residential Properties Vacant and Active Commercial Properties Vacant and Active Industrial Properties Vacant |
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Active Properties Total |
Sum of Active Properties Tenanted Total and Active Properties Vacant Total |
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Active Properties Common |
Number of Active Common Properties as at the report end date |
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Active Owners Total |
Total Number of Active Owners that are attached to a Residential, Commercial or Industrial Property, excluding Common and Holiday Properties. Owners with multiple managers will be included in each managers report |
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Active Properties per owner |
Active Properties Total divided by the number of Active Owners Total |
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Managements Gained |
Sum of all properties that have a Management Gained Date within the report period |
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Managements Gained Rent |
Sum of Rent for the Managements Gained within the report period; the total of Monthly Rent in the detailed information section |
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Managements Gained Average Management Fee |
Average Management Fee for the Managements Gained; the total of Management Fee % in the detailed information section, divided by the Managements Gained |
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Managements Gained Letting Fee |
Sum of Letting Fees for the Managements Gained within the report period; total of Letting Fees in the detailed information section, GST exclusive |
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Managements Lost |
Sum of properties that have a Management Lost Date within the reporting period |
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Managements Lost Rent |
Sum of Rent for the Managements Lost that are within the report period; total of Monthly Rent in the detailed information section, GST exclusive |
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Managements Lost Average Management Fee |
Average of Commission Fee for the Managements Lost; the total of the Monthly Management Fees in the detailed information section, divided by the Managements Lost, GST exclusive |
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Managements Lost Letting fee |
Sum of Letting Fees for the Managements Lost that are within the report period; total of Letting Fees in the detailed information section, GST inclusive |
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Managements - Net Gain |
Managements Gained less the Managements Lost within the reporting period |
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Financial - Rent Received for the period |
Total rent receipted within the report period, GST exclusive |
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Financial - Management Fees |
Commission charged on rent receipted within the report period, GST exclusive. |
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Financial - Letting fees |
Letting Fees charged within the report period, GST exclusive |
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Financial - Inspection fees |
Fees charged using the Inspection Wizard within the report period, GST exclusive |
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Financial - Sundries & Postage |
Sundries and Postage charged against a property's owner within the report period, GST exclusive. |
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Financial - Bank Charges |
Bank Charges charged within the report period, GST exclusive |
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Financial - Tenancy Agreement Fees |
Tenancy Agreement Fee charged within the report period, GST exclusive |
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Vacant - Available |
Number of active properties with OK to Relet checked and Property being Renovated not checked and without a Current Tenant attached to the property |
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Vacant - Not available |
Number of active properties with the OK to Relet not checked and/or Property being Renovated checked and without a Current Tenant attached to the property |
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Vacant Properties Total |
Sum of Properties Vacant Available and Not available |
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Tenant in arrears 1 day to 2 days |
Number of tenants 1 to 2 days in arrears at the time the report was run |
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Tenant in arrears 3 days to 6 days |
Number of tenants 3 to 6 days in arrears at the time the report was run |
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Tenant in arrears 7 days to 10 days |
Number of tenants 7 to 10 days in arrears at the time the report was run |
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Tenant in arrears 11 days to 13 days |
Number of tenants 11 to 13 days in arrears at the time the report was run |
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Tenants in arrears 14 days to 20 days |
Number of tenants 14 to 20 days in arrears at the time the report was run |
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Tenants in arrears 21 days to 27 days |
Number of tenants 21 to 27 days in arrears at the time the report was run |
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Tenants in arrears 28 days or more |
Number of tenants 28 or more days in arrears at the time the report was run |
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Tenants in arrears Total |
Total number of tenants in arrears at the time the report was run |
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Inspections Completed |
The sum of active properties that have a Last Inspection Date within the report period |
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Inspections Not Completed |
Total number of tenants with a Next Inspection Date within the report period |
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Inspections Overdue |
Total number of tenants with a Next Inspection Date before start date of the report. |
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Tenancies with Rent Review Completed |
Total Active Properties with a Last Rent Review Date within the report period |
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Tenancies with Rent Review Overdue |
Total Active properties where the Tenant Rent review date is before the report start date |
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Properties Leased - New Business |
Properties with an Original Lease Date within the report period |
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Properties Re-leased |
Properties where the Lease Start Date is within the report period and not the same as the Original Lease Date |
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Properties Lease Renewed |
Previously tenanted properties where the current tenant's Lease Start Date is within the reporting period and later than the Original Lease Date |
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Properties Rent Increased |
Properties with a Reneg Approved date within the report period |
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Maintenance - Pending |
Sum of property maintenance with the status Pending as at the report end date |
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Maintenance - Quote Requests |
Sum of property maintenance with the status Quote Requested as at the report end date |
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Maintenance - Multiple Quotes |
Sum of property maintenance with the status Multiple Quotes as at the report end date |
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Maintenance - Awaiting Approval |
Sum of property maintenance with the status Awaiting Approval as at the report end date |
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Maintenance - Work Orders Sent |
Sum of property maintenance with the status Work Order Sent as at the report end date |
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Maintenance - Completed |
Sum of maintenance where the status has been set to Completed within the report period |
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Maintenance - Owner attending |
Sum of property maintenance with the status Owner Attending as at the report end date |
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Maintenance - Hold |
Sum of property maintenance with the status Hold as at the report end date |
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Maintenance - Rejected |
Sum of maintenance where the status has been set to Rejected within the report period |
Team KPI Summary - Percentage Definition
| KPI Description | Percentage Definition |
| Team KPI Summary for XX/XX/20XX - XX/XX/20XX | Title displays Team and the date range of the report is weekly and monthly |
| Active Properties Residential Tenanted | Active Properties Residential Tenanted divided by Active Residential Total |
| Active Residential Vacant | Active Residential Vacant divided by Active Residential Total |
| Active Properties Residential Total | Active Properties Residential Total divided by Active Properties Total |
| Active Properties Commercial Tenanted | Active Properties Commercial Tenanted divided by Active Properties Commercial Total |
| Active Commercial Vacant | Active Properties Commercial Vacant divided by Active Properties Commercial Total |
| Active Properties Commercial Total | Active Properties Commercial Total divided by Active Properties Total |
| Active Properties Industrial Tenanted | Active Properties Industrial Tenanted divided by Active Properties Industrial Total |
| Active Industrial Vacant | Active Industrial Vacant divided by Active Properties Industrial Total |
| Active Properties Industrial Total | Active Properties Industrial Total divided by Active Properties Total |
| Active Properties Tenanted Total | Active Properties Tenanted total divided by Active Properties Total |
| Active Properties Vacant Total | Active Properties Vacant total divided by Active Properties Total |
| Managements Gained Average Management Fee | Same value as the Total Column |
| Vacant - Available | Vacant - Available divided by Active Properties Total |
| Vacant - Not available | Vacant - Not Available divided by Active Properties Total |
| Vacant Properties Total | Vacant Properties Total divided by Active Properties Total |
| Tenant in arrears 1 day to 2 days | Number of tenants 1 day to 2 days in arrears divided by Active Properties Total |
| Tenant in arrears 3 days to 6 days | Number of tenants 4 days to 6 days in arrears divided by Active Properties Total |
| Tenant in arrears 7 days to 10 days | Number of tenants 8 days to 10 days in arrears divided by Active Properties Total |
| Tenant in arrears 11 days to 13 days | Number of tenants 12 days to 13 days in arrears divided by Active Properties Total |
| Tenants in arrears 14 days to 20 days | Number of tenants 15 days to 20 days in arrears divided by Active Properties Total |
| Tenants in arrears 21 days to 27 days | Number of tenants 22 days to 27 days in arrears divided by Active Properties Total |
| Tenants in arrears 28 days or more | Number of tenants 29 days divided by Active Properties Total |
| Tenants in arrears Total | Tenants in arrears Total divided Active Properties Total |
| Inspections Completed | Inspections Completed divided by the sum of (Inspections Completed and Not Completed) |
| Inspections Not Completed | Inspections Not Completed divided by the sum of (Inspections Completed and Not Completed) |
| Tenancies with Rent Review Completed | Tenancies with Rent Review Completed divided by Sum of (Tenancies with Rent Review Completed and overdue) |
| Tenancies with Rent Review Overdue | Tenancies with Rent Review Overdue divided by Sum of (Tenancies with Rent Review Completed and Overdue) |
Office KPI Summary
The Office KPI Summary Report provides a total of all Property Management portfolios, to compare against industry or your own benchmarks. The report contains the two spreadsheet Office Benchmarks and Office KPI Summary.
Office Benchmark - Value Definition
The Office Benchmarks sheet is used to enter your Business financial data which is not captured or recorded in REST Professional software. Two values on this spreadsheet have been pre-populated from REST, the Total Number of Tenancies Managed and the Total Number of Owners Managed.
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Office KPI Summary – Value Definition
The Office KPI Summary sheet provides all agency portfolio information in the one report. The report will display the Summary sections from the Manager KPI Reports as well as some additional Key performance indicators. The Office KPI Summary sheet contains three columns:
- KPI Description: This column contains the headings from the Property Manager KPI Report
- Value: This column displays the value from the Property Manager KPI Report
- Percentage: This column displays the Value as a percentage of your rent roll
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KPI Description |
Value definition |
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Office KPI Summary for XX/XX/20XX - XX/XX/20XX |
All property managers as per the Team KPI Summary report for the date range of the report |
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Revenue |
Office Benchmark sheet - Total Revenue |
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Net Advertising |
Office Benchmark sheet - Advertising divided by Total Revenue |
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Office expenses |
Office Benchmark sheet - Office Expenses divided by Total Revenue |
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Salaries Employees |
Office Benchmark sheet - Salaries Employees divided by Total Revenue |
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Operating Profit/(Loss) |
Office Benchmark sheet - Operating Profit/(Loss) divided by Total Revenue |
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Operating Profit/loss per Principal |
Office Benchmark sheet - Operating Profit/(Loss) divided by Principals |
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Operating Profit/(Loss) per Tenancy |
Office Benchmark sheet - Operating Profit/(Loss) divided by Active Properties Total |
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Total Tenancies Managed |
Active Properties Total |
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Tenancies per Property Manager |
Active Properties Total divided by Office Benchmark sheet |
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Properties/Tenancies per Owner |
Total Active Properties divided by the Number of Active Owner have an active property |
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Active Residential Properties Tenanted |
Number of Active Residential Properties with a Current Tenant as at the report end date |
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Active Residential Vacant |
Number of Active Residential Properties without a Current Tenant as at the report end date |
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Active Properties Residential Total |
Sum of Active Residential Properties Tenanted and Active Residential Properties Vacant |
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Active Commercial Properties Tenanted |
Number of Active Commercial Properties with a Current Tenant as at the report end date |
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Active Commercial Vacant |
Number of Active Commercial Properties without a Current Tenant as at the report end date |
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Active Commercial Total |
Sum of Active Commercial Properties Tenanted and Active Commercial Properties Vacant |
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Active Industrial Properties Tenanted |
Number of Active Industrial Properties with a Current Tenant as at the report end date |
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Active Industrial Vacant |
Number of Active Industrial Properties without a Current Tenant as at the report end date |
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Active Industrial Total |
Sum of Active Industrial Properties Tenanted and Active Industrial Properties Vacant |
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Active Properties Tenanted Total |
Sum of Active Residential Properties Tenanted and Active Commercial Properties Tenanted and Active Industrial Properties Tenanted |
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Active Properties Vacant Total |
Sum of Active Residential Properties Vacant and Active Commercial Properties Vacant and Active Industrial Properties Vacant |
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Active Properties Total |
Sum of Active Properties Tenanted Total and Active Properties Vacant Total |
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Active Properties Common |
Number of Active Common Properties as at the report end date |
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Managements Gained |
Sum of all properties that have an Authority Start Date within the report period |
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Managements Gained Rent |
Sum of Rent for the Managements Gained within the report period; the total of Monthly Rent in the detailed information section |
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Managements Gained Average Management Fee |
Average Management Fee for the Managements Gained; the total of Management Fee % in the detailed information section, divided by the Managements Gained |
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Managements Gained Letting Fee |
Sum of Letting Fees for the Managements Gained within the report period; total of Letting Fees in the detailed information section, GST exclusive |
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Managements Lost |
Sum of properties that have a Management Lost Date within the reporting period |
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Managements Lost Rent |
Sum of Rent for the Managements Lost that are within the report period; total of Monthly Rent in the detailed information section, GST exclusive |
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Managements Lost Average Management Fee |
Average of Commission Fee for the Managements Lost; the total of the Monthly Management Fees in the detailed information section, divided by the Managements Lost, GST exclusive |
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Managements Lost Letting Fee |
Sum of Letting Fees for the Managements Lost that are within the report period; total of Letting Fees in the detailed information section, GST inclusive |
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Managements - Net Gain |
Managements Gained less the Managements Lost, excluding holiday properties |
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Financial - Rent Received for the period |
Total actual rent receipted against the first rental column within the reporting period |
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Financial - Management Fees |
Commission charged on rent receipted within the report period, GST exclusive. |
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Financial - Letting Fees |
Letting Fees charged within the report period, GST exclusive |
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Financial - Inspection fees |
Fees charged using the Inspection Wizard within the report period, GST exclusive |
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Financial - Sundries & Postage |
Sundries and Postage charged against a property's owner within the report period, GST exclusive. |
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Financial - Bank Charges |
Bank Charges charged within the report period, GST exclusive |
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Financial - Tenancy Agreement Fees |
Lease Preparation Fees charged within the report period, GST exclusive |
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Vacant - Available |
Number of active properties with "ok to relet" box checked and "property being renovated" not checked and with no Current Tenant attached to the property |
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Vacant - Not available |
Number of active properties with "ok to relet" not checked and/or "property being renovated" checked and with no Current Tenant attached |
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Vacant Properties Total |
Sum of Properties Vacant Available and Not available |
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Tenant in arrears 1 day to 2 days |
Number of tenants 1 to 2 days in arrears at the time the report was run |
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Tenant in arrears 3 days to 6 days |
Number of tenants 3 to 6 days in arrears at the time the report was run |
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Tenant in arrears 7 days to 10 days |
Number of tenants 7 to 10 days in arrears at the time the report was run |
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Tenant in arrears 11 days to 13 days |
Number of tenants 11 to 13 days in arrears at the time the report was run |
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Tenants in arrears 14 days to 20 days |
Number of tenants 14 to 20 days in arrears at the time the report was run |
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Tenants in arrears 21 days to 27 days |
Number of tenants 21 to 27 days in arrears at the time the report was run |
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Tenants in arrears 28 days or more |
Number of tenants 28 or more days in arrears at the time the report was run |
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Tenants in arrears Total |
Total number of tenants in arrears at the time the report was run |
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Inspections Completed |
The sum of active properties that have a Last Inspection Date within the report period |
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Inspections Not Completed |
Total number of tenants with a Next Inspection Date within the report period |
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Inspections Overdue |
Total number of tenants with a Next Inspection Date before start date of the report. |
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Tenancies with Rent Review Completed |
Total Active Properties with a Last Rent Review Date within the report period |
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Tenancies with Rent Review Overdue |
Total Active properties where the Tenant Rent review date is before the report start date |
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Properties Leased - New Business |
Properties with an Original Lease Date within the report period |
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Properties Re-leased |
Properties where the Lease Start Date is within the report period and not the same as the Original Lease Date |
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Properties Rent Increased |
Properties with a Reneg Approved date within the report period |
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Maintenance - Pending |
Sum of property maintenance with the status Pending as at the report end date |
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Maintenance - Quote Requests |
Sum of property maintenance with the status Quote Requested as at the report end date |
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Maintenance - Multiple Quotes |
Sum of property maintenance with the status Multiple Quotes as at the report end date |
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Maintenance - Awaiting Approval |
Sum of property maintenance with the status Awaiting Approval as at the report end date |
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Maintenance - Work Orders Sent |
Sum of property maintenance with the status Work Order Sent as at the report end date |
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Maintenance - Completed |
Sum of maintenance where the status has been set to Completed within the report period |
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Maintenance - Owner attending |
Sum of property maintenance with the status Owner Attending as at the report end date |
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Maintenance - Hold |
Sum of property maintenance with the status Hold as at the report end date |
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Maintenance - Rejected |
Sum of maintenance where the status has been set to Rejected within the report period |
Office KPI Summary - Percentage Definition
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