Hypergene provides Stena Fastigheter with a comprehensive view of the status of its property holdings

Stena Fastigheter is well on the way to achieving its stated objectives. The organisation has more time for data analysis and awareness of progress and how individuals can influence the result has greatly improved.

CHALLENGE

  • To facilitate monitoring work, quality-assure data and identify common working methods in order to achieve overall targets.

SOLUTION

  • Hypergene decision support for monitoring and analysis, as well as performance management.

RESULT 

  • Effortless monitoring and a common working method for the administrative organisation.
  • Increased responsibility, commitment and participation.
  • Quality-assured data that is linked to the overall targets.
Everyone is more involved now. The managers are on board and create a business plan for their area of responsibility and can in turn engage colleagues and employees in their organisation
Pernilla Frödén, IT Business Developer at Stena Fastigheter.

CHALLENGE 

Stena Fastigheter operates throughout Sweden and has offices in Stockholm, Gothenburg and Malmö. A sizable part of the organisation looks after the day-to-day running of the company’s properties, which requires continual optimisation of working methods. Moreover, these activities need to fit in with the management’s overall targets and key performance indicators (KPI).

The various offices cooperate on a regular basis, although certain tasks do have to be performed individually. This has resulted in different working methods and a great deal of time being spent on reporting and manual data compilation – data that has not been quality-assured. The property management team has, therefore, had to rely on the finance department for quarterly data compilation.

The first task was to improve the visibility of quality-assured information for property management and ensure that everyone took a similar approach to the work. The aim was to reduce the amount of manual work and free up time for analysis and planning of activities and actions. The next task was to introduce a common working method for business planning and ensure that activities were linked to the company’s overall targets and KPIs.

 “A very important and large target group has been the administrative organisation. We wanted to give them control over budgeting and forecasting, invoices and the KPIs and objectives that govern our operation,” says Pernilla Frödén, IT Business Developer at Stena Fastigheter. 

SOLUTION

Stena Fastigheter now uses Hypergene’s solution for monitoring and analysis and performance management. The company is now able to devote more time to analysing information instead of compiling it and is consequently more proactive than reactive.

 “We have created reports for various administrators down to invoice level. The entire administrative organisation is now involved,” says Pernilla. “Moreover, we can create groups for the management team, property managers, area managers or caretakers, enabling them to access information relevant to their work. Another advantage is that with Hypergene we can work from an organisational perspective. This means that we can create groups of properties or areas that may differ from the cost centre structure.”

Stena Fastigheter is now also able to improve the visibility of KPIs for set objectives and the information behind them. The information is structured according to key information, financial data and KPIs. Having also integrated Hypergene with FastNet, all information about rents, tenants, rent ledgers, agreement history, contracts, and vacant and leased spaces, etc. is available in one place. Everyone can easily see an overview of the situation.

There is also scope to add unstructured data in a SWOT analysis directly into Hypergene. Based on the company’s strategy and vision, it is possible to specify targets and interim targets, as well as create activities in order to achieve the targets for a certain property or area. This has meant greater clarity in terms of business planning, which was previously somewhat disorganised, and that business planning is now also linked to the organisation’s overall targets.

“Everyone is more involved now. The managers are on board and create a business plan for their area of responsibility and can in turn engage colleagues and employees in their organisation,” explains Pernilla.

RESULT

Stena Fastigheter is well on the way to achieving its stated objectives. The organisation has more time for data analysis and awareness of progress and how individuals can influence the result has greatly improved. There is greater commitment and participation from the administrative organisation, and activities have been linked to the overall targets. The underlying figures are now also quality-assured. The transition to the new system has been a gradual one, with the operation always looking for new ways to develop. 

“Our objective was to identify a system that could evolve and support a range of different business processes in the long term, which I think we have now done. A vision and an idea for the future is to prepare budgets in Hypergene and add maintenance plans to it. Our plan is to create closer links between all elements,” concludes Pernilla.