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.

KPI Description

Definition

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

Active Properties Summary as at XX/XX/20XX

This section displays values as at the report end date

Active Properties Residential - Tenanted

Number of Active Residential Properties with a Current Tenant as at the report end date

Active Residential Vacant

Number of Active Residential Properties without a Current Tenant as at the report end date

Active Properties Residential Total

Sum of Active Residential Properties Tenanted and Active Residential Properties Vacant

Active Properties Commercial - Tenanted

Number of Active Commercial Properties with a Current Tenant as at the report end date

Active Commercial Vacant

Number of Active Commercial Properties without a Current Tenant as at the report end date

Active Properties Commercial Total

Sum of Active Commercial Properties Tenanted and Active Commercial Properties Vacant

Active Properties Industrial - Tenanted

Number of Active Industrial Properties with a Current Tenant as at the report end date

Active Industrial - Vacant

Number of Active Industrial Properties without a Current Tenant as at the report end date

Active Properties Industrial Total

Sum of Active Industrial Properties Tenanted and Active Industrial Properties Vacant

Active Properties Tenanted Total

Sum of Active Residential Properties Tenanted and Active Commercial Properties Tenanted and Active Industrial Properties Tenanted

Active Properties Vacant Total

Sum of Active Residential Properties Vacant and Active Commercial Properties Vacant and Active Industrial Properties Vacant

Active Properties Total

Sum of Active Properties Tenanted Total and Active Properties Vacant Total

Active Properties Common

Number of Active Common Properties

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

Active Properties per Owner

Active Properties Total divided by the  number of Active Owners Total

Managements Gained  XX/XX/20XX - XX/XX/20XX

This section excludes Holiday properties

Managements Gained

Sum of all properties that have a Management Gained Date within the report period

Total Rent

Sum of Rent for the Managements Gained within the report period; the total of Monthly Rent in the detailed information section

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

Total Letting fees

Sum of Letting Fees for the Managements Gained within the report period; total of Letting Fees in the detailed information section, GST exclusive

Managements Gained detailed information

Lists Property details of each Management gained within the report period

Column 1 - Property Address

Address line 1, 2, Suburb, and State

Column 2 - Property Alpha

Property Details > Alpha Index

Column 3 - Owner

Owner Details > Name

Column 4 -  Monthly Rent

Tenants monthly Rent Amount = If a tenant is attached to the property, GST exclusive

Property monthly Base Rent Amount = If tenant is not attached to the property, GST exclusive

Column 5 - Management Fee %

Tenant Details > Rental Tab > Commission %

Column 6 – Monthly Management Fee $

Projected monthly Management Fees charged on the Tenant's Rent, GST exclusive

Column 7 - Letting Fee

Actual let fee amount charged to the property, GST exclusive

Column 8 - Authority Start

Property Details > Gained/Lost tab > Authority Start Date

Column 9 - Gained Date

Property Details > Gained/Lost tab > Management Gained Date

Column 10 - Gained Reason

Property Details > Gained/Lost tab > Gained Reason

Column 11 - Gained Comment

Property Details > Gained/Lost tab > Gained Comment

Column 12 - Referred By

Property Details > Gained/Lost tab > Referred By

Column 13 - Comment

Property Details > Gained/Lost tab > Referral Comment

Column 14 - Original Lease Date

Tenant Details > General Tab > Original Lease date

Column 15 - Vacant

No = Property has a Current Tenant attached

Yes = Property doesn’t have Current Tenant attached

Managements Lost  XX/XX/20XX - XX/XX/20XX

This section excludes Holiday properties

Managements Lost

Sum of properties that have a Management Lost Date within the reporting period

Total 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

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

Total Letting fees

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

Managements Lost detailed information

Lists Property Details of the Managements Lost within the report period

Column 1 - Property Address

Address line 1, 2, Suburb, and State

Column 2 - Property Alpha

Property Details > Alpha Index

Column 3 - Owner

Owner Details > Name

Column 4 – Monthly Rent

Property Details > Financial Tab > Base Rental Amount, GST exclusive

Column 5 - Management Fee %

Tenant Details > Rental Tab > Commission %, GST exclusive

Column 6 – Monthly Management Fee $

Projected monthly Management Fees charged on the Tenant's Rent, GST exclusive

Column 7 - Letting Fee

Property Details > Financial > Letting fee amount (Projected Letting Fee), GST inclusive

Column 8 - Authority Start

Property Details > Gained/Lost tab > Authority Start Date

Column 9 - Lost Date

Property Details > Gained/Lost tab > Management Lost Date

Column 10 - Loss Reason

Property Details > Gained/Lost tab > Lost Reason

Column 11 - Lost Comment

Property Details > Gained/Lost tab > Lost Comment

Column 12 - Lost to Competitor

Property Details > Gained/Lost tab > Lost to Competitor

Column 13 - Gained Date

Property Details > Gained/Lost tab > Management Gained Date

Column 14- Authority Expiry

Property Details > Gained/Lost tab > Authority Start Date

Managements Net Gain XX/XX/20XX - XX/XX/20XX

Managements Gained less the Managements Lost, this section excludes Holiday properties

Financial Summary XX/XX/20XX - XX/XX/20XX

This section is based on the report period

Rent Received for the period

Total rent receipted within the report period, GST exclusive

Management Fees

Commission charged on rent receipted within the report period, GST exclusive.

Letting fees

Letting Fees charged within the report period, GST exclusive

Inspection fees

Fees charged using the Inspection Wizard within the report period, GST exclusive

Sundries & Postage

Sundries and Postage charged against a property's owner within the report period, GST exclusive.

Bank Charges

Bank Charges charged within the report period, GST exclusive

Tenancy Agreement Fees

Tenancy Agreement Fee charged within the report period, GST exclusive

Vacancy Summary as at XX/XX/20XX

This section displays values as at the report end date, excluding common & holiday properties

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

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

Vacant Properties Total

Sum of Properties Vacant Available and Not available

Vacant Property Detailed information

Lists Property Details for Properties included in the Vacant Properties Total

Column 1 - Property Address

Address line 1, 2, Suburb, State, and Postcode

Column 2 - Property Alpha

Property Details > Alpha Index

Column 3 - Authority Start Date

Property Details > General Tab > Authority Start Date

Column 4 - Vacancy Status

Available or Not available see definitions Vacant – Available and Vacant – Not Available

Column 5 - Vacate Date

Last Tenant’s Vacate date

Column 6 - Days Vacant

Number of Days from the Last Tenant Vacate date to the report end date

Column 7 - Base Rental amount

Property Details > Financial Tab > Base Rental Amount, GST exclusive

Column 8 - Payment Period

Property Details > Financial Tab > Payment Period

Column 9 – Application Taken

Property Details > Financial Tab > Application Taken date

Arrears Summary as at XX/XX/20XX

Amounts are calculated as at the report end date and exclude common & holiday properties; arrears are based on paid to date, not effective paid to date

Tenant in arrears 1 day to 2 days

Number of tenants 1 to 2 days in arrears at the time the report was run

Tenant in arrears 3 days to 6 days

Number of tenants 3 to 6 days in arrears at the time the report was run

Tenant in arrears 7 days to 10 days

Number of tenants 7  to 10 days in arrears at the time the report was run

Tenant in arrears 11 days to 13 days

Number of tenants 11 to 13 days in arrears at the time the report was run

Tenants in arrears 14 days to 20 days

Number of tenants 14 to 20 days in arrears at the time the report was run

Tenants in arrears 21 days to 27 days

Number of tenants 21 to 27 days in arrears at the time the report was run

Tenants in arrears 28 days or more

Number of tenants 28 or more days in arrears at the time the report was run

Tenants in arrears Total

Total number of tenants in arrears at the time the report was run

Arrears detailed information

Lists Tenant Details for all Tenants in arrears.

Column 1 - Tenant

Tenant Details > General Tab > Short Lease Name

Column 2 - T alpha index

Tenant Details > Tenant Alpha index

Column 3 - P alpha index

Property Details > Alpha Index

Column 4 - Last Payment Date

Tenant Details > Status – F6 > Last Payment

Column 5 - Paid to Date

Tenant Details > First Rental Tab > Paid to Date

Column 6 - Days Overdue

Number of Days between the Paid to date and the Report end date

Column 7 - Rent Amount Overdue

Amount of Rent overdue from the tenants Paid to date to their due to date, less any inhand amount, GST exclusive

Column 8 - Effective Paid to Date

Tenant Details > Status – F6 > Effective Date

Column 9 - In Hand

Tenant Details > Status – F6 > Credit, GST exclusive

Inspections  XX/XX/20XX - XX/XX/20XX

Excludes common & holiday properties

Inspections Completed

The sum of active properties that have a Last Inspection Date within the report period

Inspections Not Completed

Total number of tenants with a Next Inspection Date within the report period

Inspections Overdue

Total number of tenants with a Next Inspection Date before start date of the report.

Inspections Detailed Information

Lists Property and Tenant Details for all inspections: Inspections Completed, Not Completed and Inspections Overdue

Column 1 - Property Address

Address line 1, 2, Suburb, State, and Postcode

Column 2 - Property Alpha

Property Details > Alpha Index

Column 3 - Tenant

Tenant Details > General Tab > Short Lease Name

Column 4 - Last Inspection Date

Property Details > General Tab > Last Inspection Date

Column 5 - Next Inspection Date

Tenant Details > Reneg/Inspect Tab > Next Inspection Date

Column 6 - Vacate Date

Tenant Details > General Tab > Vacating Date

Column 7 - Lease End Date

Tenant Details > General Tab > Lease end date

Column 8 - Status

Displays the Property’s Status being Completed, Not Completed or Overdue

Rent Reviews XX/XX/20XX - XX/XX/20XX

Excludes common & holiday properties

Tenancies with Rent Review Completed

Total Active Properties with a Last Rent Review Date within the report period

Tenancies with Rent Review Overdue

Total Active properties where the Tenant Rent review date is before the report start date

Rent Reviews detailed information

Lists Tenant Details for rent reviews completed and overdue within the report period

Column 1 - Property Address

Address line 1, 2, Suburb, State, and Postcode

Column 2 - Tenant Alpha

Tenant Details > Alpha index

Column 3 - Tenant

Tenant Details > General Tab > Short Lease Name

Column 4 - Rent Review Date

Tenant Details > Reneg / Inspect > Rent Review Date

Column 5 - Last Rent Review Date

Tenant Details > Reneg / Inspect > Last Rent Review Date

Column 6 - Current Rent

Tenant Details > Rental Tab > Rent > Amount

Column 7 - New Rent

Tenant Details > Reneg / Inspect > Rent  > New Amount

Column 8 - Rent Increase %

Percentage increase from Current Rent to New Rent

Column 9 - Rent increase from date

Actual date the new rent will become effective

Column 10 - Status

Displays the Property’s Status being Completed or Overdue

Leasing - New, Renewals and Re-leased XX/XX/20XX - XX/XX/20XX

Excludes common & holiday properties

Properties Leased - New Business 

Properties with an Original Lease Date within the report period

Properties Re-leased

Properties where the Lease Start Date is within the report period and not the same as the Original Lease Date

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

Properties Rent Increased

Properties with a Reneg Approved date within the report period

Leasing Detailed information

Lists Property and Tenant Details within the reporting period for New Business, Re-leased properties, Renewed properties and properties with Rent Increases

Column 1 - Property Address

Address line 1, 2, Suburb, State, and Postcode

Column 2 - Property Alpha

Property Details > Alpha Index

Column 3 - Tenant

Tenant Details > General Tab > Short Lease Name

Column 4 - Lease End Date

Tenant Details > General Tab > Lease End Date

Column 5 - Original Lease Date

Tenant Details > General Tab > Original Lease date

Column 6 - Lease Start Date

Tenant Details > General Tab > Lease Start Date

Column 7 - Last Rent

Tenant Details > Reneg/Inspect > Rent > Last Amount

Column 8 - Current Rent

Tenant Details > Rental Tab > Rent > Amount

Column 9 - Rent Increase %

Percentage increase from Last Rent to Current Rent

Column 10 - Rent increase from date

Actual date the new rent became effective

Column 11 - Status

Displays the property’s Status New Business, Re-leased, Renewed or Rent Increased

Property Maintenance

Displays the properties that have maintenance jobs excludes holiday properties

Current Maintenance as at XX/XX/20XX

Lists Property Maintenance jobs with a current status as at the report end date

Pending

Sum of property maintenance with the status Pending as at the report end date

Quote Requests

Sum of property maintenance with the status Quote Requested as at the report end date

Multiple Quotes

Sum of property maintenance with the status Multiple Quotes as at the report end date

Awaiting Approval

Sum of property maintenance with the status Awaiting Approval as at the report end date

Work Orders Sent

Sum of property maintenance with the status Work Order Sent as at the report end date

Owner attending

Sum of property maintenance with the status Owner Attending as at the report end date

Hold

Sum of property maintenance with the status Hold as at the report end date

Finalised Maintenance XX/XX/20XX - XX/XX/20XX

Displays Maintenance Jobs that have been finalised within the report period

Completed

Sum of maintenance where the status has been set to Completed within the report period

Rejected

Sum of maintenance where the status has been set to Rejected within the report period

Property Maintenance Detailed

Lists Property Details for all Property Maintenance Jobs

Column 1 - Property Address

Address line 1, 2, Suburb, State, and Postcode

Column 2 - Property Alpha

Property Details > Alpha Index

Column 3 - Creditor

Property Maintenance > Creditor

Column 4 - Job Status

Status of the property maintenance job as at the report end date

Column 5 - Job Status Date

Property Maintenance > Status Dates tab > Date against the current status

Column 6 - Follow Up Date

Property Maintenance > Follow Up Date

Column 7 - Reported Date

Property Maintenance > Maintenance Details > Reported Date

Column 8 - Reported Method

Property Maintenance > Maintenance Details > Reported Method

Column 9 - Quote

Property Maintenance > Maintenance / Job tab > Quote amount

Column 10 - Invoice

Property Maintenance > Maintenance / Job tab > Invoice amount

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

Team KPI Summary for XX/XX/20XX - XX/XX/20XX

Title displays Team and the date range of the report

Active Properties Residential Tenanted

Number of Active Residential Properties with a Current Tenant as at the report end date

Active Residential Vacant

Number of Active Residential Properties without a Current Tenant as at the report end date

Active Properties Residential Total

Sum of Active Residential Properties Tenanted and Active Residential Properties Vacant

Active Properties Commercial Tenanted

Number of Active Commercial Properties with a Current Tenant as at the report end date

Active Commercial Vacant

Number of Active Commercial Properties without a Current Tenant as at the report end date

Active Properties Commercial Total

Sum of Active Commercial Properties Tenanted and Active Commercial Properties Vacant

Active Properties Industrial Tenanted

Number of Active Industrial Properties with a Current Tenant as at the report end date

Active Industrial Vacant

Number of Active Industrial Properties without a Current Tenant as at the report end date

Active Properties Industrial Total

Sum of Active Industrial Properties Tenanted and Active Industrial Properties Vacant

Active Properties Tenanted Total

Sum of Active Residential Properties Tenanted and Active Commercial Properties Tenanted and Active Industrial Properties Tenanted

Active Properties Vacant Total

Sum of Active Residential Properties Vacant and Active Commercial Properties Vacant and Active Industrial Properties Vacant

Active Properties Total

Sum of Active Properties Tenanted Total and Active Properties Vacant Total

Active Properties Common

Number of Active Common Properties as at the report end date

 

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

Active Properties per owner

Active Properties Total divided by the  number of Active Owners Total

Managements Gained

Sum of all properties that have a Management Gained Date within the report period

Managements Gained Rent

Sum of Rent for the Managements Gained within the report period; the total of Monthly Rent in the detailed information section

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

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

Managements Lost

Sum of properties that have a Management Lost Date within the reporting period

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

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

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

Managements - Net Gain

Managements Gained less the Managements Lost within the reporting period

Financial - Rent Received for the period

Total rent receipted within the report period, GST exclusive

Financial - Management Fees

Commission charged on rent receipted within the report period, GST exclusive.

Financial - Letting fees

Letting Fees charged within the report period, GST exclusive

Financial - Inspection fees

Fees charged using the Inspection Wizard within the report period, GST exclusive

Financial - Sundries & Postage

Sundries and Postage charged against a property's owner within the report period, GST exclusive.

Financial - Bank Charges

Bank Charges charged within the report period, GST exclusive

Financial - Tenancy Agreement Fees

Tenancy Agreement Fee charged within the report period, GST exclusive

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

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

Vacant Properties Total

Sum of Properties Vacant Available and Not available

Tenant in arrears 1 day to 2 days

Number of tenants 1 to 2 days in arrears at the time the report was run

Tenant in arrears 3 days to 6 days

Number of tenants 3 to 6 days in arrears at the time the report was run

Tenant in arrears 7 days to 10 days

Number of tenants 7  to 10 days in arrears at the time the report was run

Tenant in arrears 11 days to 13 days

Number of tenants 11 to 13 days in arrears at the time the report was run

Tenants in arrears 14 days to 20 days

Number of tenants 14 to 20 days in arrears at the time the report was run

Tenants in arrears 21 days to 27 days

Number of tenants 21 to 27 days in arrears at the time the report was run

Tenants in arrears 28 days or more

Number of tenants 28 or more days in arrears at the time the report was run

Tenants in arrears Total

Total number of tenants in arrears at the time the report was run

Inspections Completed

The sum of active properties that have a Last Inspection Date within the report period

Inspections Not Completed

Total number of tenants with a Next Inspection Date within the report period

Inspections Overdue

Total number of tenants with a Next Inspection Date before start date of the report.

Tenancies with Rent Review Completed

Total Active Properties with a Last Rent Review Date within the report period

Tenancies with Rent Review Overdue

Total Active properties where the Tenant Rent review date is before the report start date

Properties Leased - New Business 

Properties with an Original Lease Date within the report period

Properties Re-leased

Properties where the Lease Start Date is within the report period and not the same as the Original Lease Date

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

Properties Rent Increased

Properties with a Reneg Approved date within the report period

Maintenance - Pending

Sum of property maintenance with the status Pending as at the report end date

Maintenance - Quote Requests

Sum of property maintenance with the status Quote Requested as at the report end date

Maintenance - Multiple Quotes

Sum of property maintenance with the status Multiple Quotes as at the report end date

Maintenance - Awaiting Approval

Sum of property maintenance with the status Awaiting Approval as at the report end date

Maintenance - Work Orders Sent

Sum of property maintenance with the status Work Order Sent as at the report end date

Maintenance - Completed

Sum of maintenance where the status has been set to Completed within the report period

Maintenance - Owner attending

Sum of property maintenance with the status Owner Attending as at the report end date

Maintenance - Hold

Sum of property maintenance with the status Hold as at the report end date

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.  

Benchmark Description

Benchmark Value

Office Benchmarks  for XX/XX/20XX - XX/XX/20XX

Displays the name Office Benchmarks and the date range of the report, weekly and monthly

Operating Profit

Title only

Revenue

Title only

Property Management Commissions

Non REST Data, manual data entry - Commission collected with respect to service charged for Property Management

Recoverables

Non REST Data, manual data entry - Refers to money recovered from clients for Advertising, Marketing, Auctions, Keys, etc.

Other

Non REST Data, manual data entry - Refers to income received from Property Management not included in the above two items

Total Revenue

Sum of 3 Revenue items - Property Management Commissions, Recoverables and Other

Expenses

Title only

Advertising

Non REST Data, manual data entry - All payments made for Advertising or Promotion in Magazines, Newspapers, brochures, etc.

Office Expenses

Non REST Data, manual data entry - All other expenses including equipment, insurance, motor vehicles, professional fees, stationery, etc.

Salaries - Employees

Non REST Data, manual data entry - Payments to employees including, wages, commission, car allowance, telephone allowance, superannuation, FBT, group tax, payroll tax and long service leave

Total Expenses

Excel Calculation - Sum of the 3 expense items listed above

Operating Profit/(Loss)

Excel Calculation - Total Revenue less Total Expenses

Operating Profit/(Loss) per Principal

Excel Calculation - Operating Profit divided by number of principals

Office Team

Title only

Principals

Non REST Data - Includes full time, part time and casual employees.  Part time or casual employees should be rounded to .5 of a person.

Property Managers

Assistant Property Managers

Leasing Executive

BDM

Admin

Tenancies

Title only

Total Number of Tenancies Managed

REST Calculation - Active Properties Total

Owners

Title only

Total Number of Owners Managed

REST Calculation - Total Number of Active Owners that have an active property attached


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

KPI Description

Value definition

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

Revenue

Office Benchmark sheet  - Total Revenue

Net Advertising

Office Benchmark sheet  - Advertising divided by Total Revenue

Office expenses

Office Benchmark sheet  - Office Expenses divided by Total Revenue

Salaries Employees

Office Benchmark sheet  - Salaries Employees divided by Total Revenue

Operating Profit/(Loss)

Office Benchmark sheet  - Operating Profit/(Loss) divided by Total Revenue

Operating Profit/loss per Principal

Office Benchmark sheet  - Operating Profit/(Loss) divided by Principals

Operating Profit/(Loss) per Tenancy

Office Benchmark sheet - Operating Profit/(Loss) divided by Active Properties Total

Total Tenancies Managed

Active Properties Total

Tenancies per Property Manager

Active Properties Total divided by Office Benchmark sheet

Properties/Tenancies per Owner

Total Active Properties divided by the Number of Active Owner have an active property

Active Residential Properties Tenanted

Number of Active Residential Properties with a Current Tenant as at the report end date

Active Residential Vacant

Number of Active Residential Properties without a Current Tenant as at the report end date

Active Properties Residential Total

Sum of Active Residential Properties Tenanted and Active Residential Properties Vacant

Active Commercial Properties Tenanted

Number of Active Commercial Properties with a Current Tenant as at the report end date

Active Commercial Vacant

Number of Active Commercial Properties without a Current Tenant as at the report end date

Active Commercial Total

Sum of Active Commercial Properties Tenanted and Active Commercial Properties Vacant

Active Industrial Properties Tenanted

Number of Active Industrial Properties with a Current Tenant as at the report end date

Active Industrial Vacant

Number of Active Industrial Properties without a Current Tenant as at the report end date

Active Industrial Total

Sum of Active Industrial Properties Tenanted and Active Industrial Properties Vacant

Active Properties Tenanted Total

Sum of Active Residential Properties Tenanted and Active Commercial Properties Tenanted and Active Industrial Properties Tenanted

Active Properties Vacant Total

Sum of Active Residential Properties Vacant and Active Commercial Properties Vacant and Active Industrial Properties Vacant

Active Properties Total

Sum of Active Properties Tenanted Total and Active Properties Vacant Total

Active Properties Common

Number of Active Common Properties as at the report end date

Managements Gained

Sum of all properties that have an Authority Start Date within the report period

Managements Gained Rent

Sum of Rent for the Managements Gained within the report period; the total of Monthly Rent in the detailed information section

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

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

Managements Lost

Sum of properties that have a Management Lost Date within the reporting period

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

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

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

Managements - Net Gain

Managements Gained less the Managements Lost, excluding holiday properties

Financial - Rent Received for the period

Total actual rent receipted against the first rental column within the reporting period

Financial - Management Fees

Commission charged on rent receipted within the report period, GST exclusive.

Financial - Letting Fees

Letting Fees charged within the report period, GST exclusive

Financial - Inspection fees

Fees charged using the Inspection Wizard within the report period, GST exclusive

Financial - Sundries & Postage

Sundries and Postage charged against a property's owner within the report period, GST exclusive.

Financial - Bank Charges

Bank Charges charged within the report period, GST exclusive

Financial - Tenancy Agreement Fees

Lease Preparation Fees charged within the report period, GST exclusive

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

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

Vacant Properties Total

Sum of Properties Vacant Available and Not available

Tenant in arrears 1 day to 2 days

Number of tenants 1 to 2 days in arrears at the time the report was run

Tenant in arrears 3 days to 6 days

Number of tenants 3 to 6 days in arrears at the time the report was run

Tenant in arrears 7 days to 10 days

Number of tenants 7  to 10 days in arrears at the time the report was run

Tenant in arrears 11 days to 13 days

Number of tenants 11 to 13 days in arrears at the time the report was run

Tenants in arrears 14 days to 20 days

Number of tenants 14 to 20 days in arrears at the time the report was run

Tenants in arrears 21 days to 27 days

Number of tenants 21 to 27 days in arrears at the time the report was run

Tenants in arrears 28 days or more

Number of tenants 28 or more days in arrears at the time the report was run

Tenants in arrears Total

Total number of tenants in arrears at the time the report was run

Inspections Completed

The sum of active properties that have a Last Inspection Date within the report period

Inspections Not Completed

Total number of tenants with a Next Inspection Date within the report period

Inspections Overdue

Total number of tenants with a Next Inspection Date before start date of the report.

Tenancies with Rent Review Completed

Total Active Properties with a Last Rent Review Date within the report period

Tenancies with Rent Review Overdue

Total Active properties where the Tenant Rent review date is before the report start date

Properties Leased - New Business 

Properties with an Original Lease Date within the report period

Properties Re-leased

Properties where the Lease Start Date is within the report period and not the same as the Original Lease Date

Properties Rent Increased

Properties with a Reneg Approved date within the report period

Maintenance - Pending

Sum of property maintenance with the status Pending as at the report end date

Maintenance - Quote Requests

Sum of property maintenance with the status Quote Requested as at the report end date

Maintenance - Multiple Quotes

Sum of property maintenance with the status Multiple Quotes as at the report end date

Maintenance - Awaiting Approval

Sum of property maintenance with the status Awaiting Approval as at the report end date

Maintenance - Work Orders Sent

Sum of property maintenance with the status Work Order Sent as at the report end date

Maintenance - Completed

Sum of maintenance where the status has been set to Completed within the report period

Maintenance - Owner attending

Sum of property maintenance with the status Owner Attending as at the report end date

Maintenance - Hold

Sum of property maintenance with the status Hold as at the report end date

Maintenance - Rejected

Sum of maintenance where the status has been set to Rejected within the report period


Office KPI Summary - Percentage Definition

KPI Description

Percentage definition

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

Active Properties Residential Tenanted

All Active Properties Residential Tenanted divided by Active Residential Total

Active Residential Vacant

All Active Residential Vacant divided by Active Residential Total

Active Properties Residential Total

All Active Properties Residential Total divided by Active Properties Total

Active Commercial Tenanted

All Active Properties Commercial Tenanted divided by Active Properties Commercial Total

Active Commercial Vacant

All Active Properties Commercial Vacant divided by Active Properties Commercial Total

Active Commercial Total

All Active Properties Commercial Total divided by Active Properties Total

Active Industrial Tenanted

All Active Properties Industrial Tenanted divided by Active Properties Industrial Total

Active Industrial Vacant

All Active Industrial Vacant divided by  Active Properties Industrial Total

Active Industrial Total

All Active Properties Industrial Total divided by Active Properties Total

Active Properties Tenanted Total

All Active Properties Tenanted  total divided by Active Properties Total

Active Properties Vacant Total

All Active Properties Vacant  total divided by Active Properties Total

Managements Gained Average Management Fee

Same value as the Total Column

Managements Lost Average Management Fee

Same value as the Total Column

Vacant - Available

All Vacant - Available divided by Active Properties Total

Vacant - Not available

All Vacant - Not Available divided by Active Properties Total

Vacant Properties Total

All Vacant Properties Total divided by Active Properties Total

Tenant in arrears 1 day to 2 days

All Tenants in arrears 1 day to 2 days, divided by Active Properties Total

Tenant in arrears 3 days to 6 days

All Tenants in arrears 3 days to 6 days, divided by Active Properties Total

Tenant in arrears 7 days to 10 days

All Tenants in arrears 7 day to 10 days, divided by Active Properties Total

Tenant in arrears 11 days to 13 days

All Tenants in arrears 11 days to 13 days,  divided by Active Properties Total

Tenants in arrears 14 days to 20 days

All Tenants in arrears 14 days to 20 days, divided by Active Properties Total

Tenants in arrears 21 days to 27 days

All Tenants in arrears 21 days to 27 days, divided by Active Properties Total

Tenants in arrears 28 days or more

All Tenants in arrears 28 days or more divided by Active Properties Total

Tenants in arrears Total

Tenants in arrears Total divided Active Properties Total

Inspections Completed

All Inspections Completed divided by the sum of (Inspections Completed and Not Completed)

Inspections Not Completed

All Inspections Not Completed divided by the sum of (Inspections Completed and Not Completed)

Tenancies with Rent Review Completed

All Tenancies with Rent Review Completed divided by Sum of (Tenancies with Rent Review Completed and Overdue)

Tenancies with Rent Review Overdue

All Tenancies with Rent Review Overdue divided by Sum of (Tenancies with Rent Review Completed and Overdue)

01/12/2017 11:42 am AEDT

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