Case Study

Transforming Asset Management for a Leading Canadian Real Estate Corporation

Industry

Real Estate Asset Management

Size

Large corporation managing 100+ commercial properties across Canada

Challenge

Inefficient asset tracking and maintenance management across multiple locations

Problem Statement

A leading Canadian asset management corporation managing a vast portfolio of commercial properties across the country was struggling with their existing systems. Their challenges included:

Difficulty in real-time tracking of asset status and maintenance needs
Inefficient communication between field technicians and management
Lack of centralized data for informed decision-making
Inability to quickly generate reports for stakeholders
Inconsistent data entry practices across different regions

These issues were resulting in increased maintenance costs, delayed response times to critical issues, and difficulty in strategic planning for their asset portfolio.

Solution

We proposed and implemented a custom CRUD (Create, Read, Update, Delete) application using Google Sheets, Apps Script, and Looker, completed within our standard two-week timeframe. The solution included:

Google Sheets Database

- Centralized repository for all asset data
- Structured data model for consistent information across all properties

Apps Script Web Application

- User-friendly interface for CRUD operations
- Role-based access control for different user types (managers, technicians, administrators)
- Automated notification system for maintenance alerts

Looker Analytics Dashboard

- Real-time visualization of asset performance metrics
- Predictive maintenance forecasting
- Custom reports generation for stakeholders

Implementation Process

– Days 1-2: Requirement gathering, data model design, and system architecture planning

– Days 3-5: Google Sheets database setup and data migration

– Days 1-3: Apps Script development for web application and CRUD functionality

– Days 4-5: Looker dashboard creation, integration testing, and staff training

Asset Information Management

- Detailed profiles for each building including location, size, tenants, and systems
- Document storage for contracts, certificates, and maintenance records

Maintenance Tracking

- Schedule and track regular maintenance tasks
- Log and prioritize repair requests
- Assign tasks to technicians with real-time status updates

Financial Tracking

- Monitor operating costs, revenue, and ROI for each property
- Budget forecasting and variance analysis

Reporting and Analytics

- Customizable dashboards for different management levels
- Automated monthly and quarterly reports
- Trend analysis for proactive decision-making

Results

After implementing the new asset management system, the client experienced significant improvements:

Increased Efficiency

- 40% reduction in time spent on data entry and retrieval
- 60% faster response time to maintenance issues

Improved Data Accuracy

- 95% reduction in data discrepancies across regions
- Real-time updates eliminated delays in information flow

Better Decision Making

- Data-driven insights led to 15% reduction in operational costs
- Predictive maintenance reduced unexpected downtime by 30%

Scalability

- Easily onboarded 50 new properties within a month of implementation
- Standardized processes across all regions

Enhanced Stakeholder Communication

- Automated reporting reduced report generation time by 80%
- Increased transparency led to improved stakeholder satisfaction

Client Testimonial

“The CRUD application has transformed our asset management operations. The intuitive web interface, combined with the power of Google Sheets and the insightful Looker dashboards, has given us unprecedented control and visibility over our entire portfolio. The speed of implementation was remarkable, and the system’s flexibility allows us to adapt quickly to our changing needs.”

- Chief Operations Officer, Leading Canadian Asset Management Corporation

Conclusion

This project showcases our ability to deliver a comprehensive, cloud-based asset management solution within a tight two-week timeframe. By leveraging Google Sheets as a robust database, creating a user-friendly web application with Apps Script, and providing powerful analytics through Looker, we were able to address complex enterprise needs efficiently. The resulting system not only solved their immediate challenges but also positioned them for future growth and improved strategic decision-making in their asset management operations.