1. Optimaze.net A Next Generation Computer Aided Facilities Management (CAFM) Solution for Corporate Tenants

2. Saves approximately 5-8% annually in facilities expenses
Introduction
Web-based computer aided facilities management (CAFM) service for corporate real estate planning and management
Currently used to manage 81 million square feet by nearly 30 corporations
Saves approximately 5-8% annually in facilities expenses
Supports green initiatives: Reduces emissions by approx. 15 %

3. Annual Rental Cost per Workspace
Do you know your facilities costs…
TOTAL CORPORATE COSTS
OCCUPANCY COSTS
Personnel costs
Rental costs ($8,000-$16,000 per workspace)‏
Occupancy costs
Utilities and other service costs
Other costs
Annual Rental Cost per Workspace
NYC $16,400, Washington D.C. $14,580, Palo Alto $11,250, East Bay $9,400, San Francisco $8,550, Los Angeles $7,980
(DTZ Research, Jan. 2007)‏ 3

4. and how to minimize them?
How to avoid unnecessary real estate investments
How to increase visibility in facilities/space costs and usage
How to make rented facilities work as a strategic resource, instead of a fixed cost
How to assign internal facilities costs to organizational units based on actual space usage in a fully transparent, fair manner

5. Solution – Optimaze.net
Output
Main office
Regional offices
Sales offices
Location hierarchy
Organizational hierarchy
ft2
Space utilization
Sales
unit
Efficiency of workspace use
ft2
workspace
Common
spaces
Spaces in
direct use
Space information drawings
Organizational unit
Financial data
Space utilization cost $
ft2
$/workspace
workspace
Capital costs
Administration costs
Operating costs

6. Solution – Optimaze.net
Strategic level information
for decision making
Tactical level
information and tools
Operative level
Finance
Optimaze.net Channel
Output: rich set of customizable reports and key performance indicators (utilization efficiency, cost per workspace, etc.)‏
Human Resources
Optimaze.net Moment
Input: building drawings, occupancy data (HR, equipment, furniture, decorations, etc.), cost data from finance department
Output: detailed reports (over 100 types), key figures
Facilities

7. Example of a Strategic Channel Report with Key Performance Indicators

8. How Optimaze.net works - 1. Facilities/Space Data
Collect building drawings and classify the spaces by type, function, and user
Direct use
Space use information
Including employees
Common spaces

9. How Optimaze.net works - 2. Facilities/Space Classification
Space classification facilitates financial reporting

10. How Optimaze.net works - 3. Financial Data
The corporation’s financial accounting system is linked to Optimaze.net to input all facilities related cost data (utilities, cleaning, maintenance, etc.)‏
Invoice
Registration
Accounting System
Allocated
Occupancy Costs
Actual
Optimaze.net
User
Internal Rent / Budget
Space data
Data Input
Facilities &
Space Data
Lakujen kirjaaminen kirjausohjeen mukaan
Kustannustietojen siirto taloushallintojärjetelmästä määrävälein esim ¼ vuosittain
Tiliohjaus siirrettäessä talousmoduuliin
Tilatiedot tämänhetken tilanteen mukaan
Tilakustannusten kohdentaminen (useita eri vaihtoehtoja kohdennuskäytännöksi)‏
Sisäisten vuokrien siirto takaisin taloushallintojärjestelmään

11. How Optimaze.net works - 4. Financial Data
Optimaze.net provides average cost data to complement internal corporate data
Customizable figures and reports about space usage and costs for each square foot or workspace across all locations, levels, and cost centers of an organization
E.g. Administration costs (net area)‏
E.g. Building cleaning costs (net area x cleaning ratio)‏
E.g. Electricity costs (net area x
electricity ratio)‏
All facility related costs delivered from accounting system are allocated in Moment to different units of space and onwards to cost centers of organizations.
Demo Company
Stockholm
Lübeck
Warehouse
Office building
Production building
Main building

12. Implementation – Required Labor and Resources
Collect digital building drawings and classify spaces
Human resources data to assign employees to specific workspaces
Finance data about facilities related costs
Additionally, if desired, operational data about equipment, e.g. computers, assigned to their actual locations in the drawings

13. Conclusion - Benefits Optimaze.net is a web-based, easy-to-use service
Annual facilities costs savings can be several million dollars for a >2,000 employee corporation
Optimaze.net allows centralized management of facilities and space
Optimaze.net provides strategic information about future space needs as well as full visibility of current space usage costs and efficiency to prevent unnecessary investments
Allocation of actual space utilization costs to each square foot, work space, or space unit happens transparently

14. Optimaze.net supports sustainable development
Green Alternative
Brand strategy
Optimaze.net supports sustainable development
Reduction in occupancy costs reduces emissions
Improvement of total space usage from 280 sq.ft/person to 225 sq.ft./person decreases emissions by 15 % *
At the same time occupancy costs decrease by $3,500/year/person
With Optimaze.net you can do both
*Seppo Junnila: Alternative Scenarios for Managing the Environmental Performance of a Service Sector Company, Massachusetts Institute of Technology and Yale University, Journal of Industrial Ecology Volume 10, Number 4

15. Optimaze Team Kaarlo Heiskanen Tel. (650) 799-7579 kaarlo@pacbell.net
Thank you!
Optimaze Team
Kaarlo Heiskanen
Tel. (650)