|
|
Key Benefits
The Occupancy Agreement (OA) Tool developed for GSA provides PBS Realty Specialists with the ability to manage Occupancy Agreements (OA) for the PBS space inventory. This consists of 7,000 leased buildings and 1,900 government-owned buildings.
OA Tool is used to prepare Occupancy Agreements (OA) between GSA and its federal clients by recording agreements between the PBS customers and the space management agency.
OA Tool allows Realty Specialists to manage and update OAs over the entire life cycle of the Occupancy Agreement. The OAs form the basis for the federal clients’ rent bills and provide the basis for the accurate and effective billing of government-owned and leased properties.
|
CHALLENGE
Prior to 2004, the STAR system was utilized as the basis of PBS rent billing. Since the inventory data in STAR constantly changed, the rent bills were often perceived by customer agencies as inaccurate and unstable. Several initiatives were undertaken by the Office of the Chief Financial Officer, the Office of Real Property Asset Management, and the Office of the PBS Chief Information Officer to improve the rent billing process.
One of the primary business challenges for the OA Tool application was to stabilize PBS rent billing by making Occupancy Agreements the basis of billing instead of the constantly changing inventory in the STAR system.
3H SOLUTION
3H Technology (3H) developed the OA Tool application and has been actively adding new enhancements since 2004. 3H provided a web-based enterprise solution that integrated with various other GSA systems such as the PBS Enterprise Portal, STAR, OA Billing, BIS, and Rent Estimate.
The OA Tool is used to build and document a record of understanding between a customer agency who uses space, and the space management group who either owns or leases the space.
Multiple agreement scenarios can be built and presented to the PBS customer agency. Upon approval, the OA Tool preserves the record items pertaining to the agreement. These include: agency space used (general, warehouse, unique), rental rates for agency space, custom and general tenant improvement amounts, security services, and Public Building Service (PBS) fee.
The OA Tool provides a variety of automated business functions including:
- Creating, tracking, and managing Occupancy Agreements.
- Generating billing data for monthly rent bills for all federal agencies.
- Providing financial summary and ad-hoc reporting capabilities.
RESULTS
In support of the GSA PBS billing process, OA Tool generates the data for approximately 22,000 rent bills totaling $600 million on a monthly basis.
The OA Tool:
- Stabilizes rent billing by using OAs as the basis of billing instead of the fluctuating inventory in STAR.
- Provides a basis for the accurate and effective billing of government owned and leased properties.
- Allows PBS to manage more than 20,000 Occupancy Agreements.
- Provides improved financial reporting capabilities including flexible ad-hoc reporting and financial summary reporting.
|
|
Occupancy Agreement Tool