Ops Report-Training Guide
Kolter Homes Ops Reporting / Training Meeting July 19, 2016
1
WELCOME AND INTRODUCTIONS
2
Agenda
Tuesday July 19, 2016
Continental Breakfast
8:00 – 8:30
Welcome and Agenda Review
8:30 - 9:00
Project Visits & Meeting Organization
How to Organize a Purpose Meeting
How to Organize a Project Review Meeting
9:00 - 10:00
Land Development
Finance
10:00 - 11:00
Marketing
Finance
11:00 - 11:30
LUNCH
Sales
11:30 – 12:30
Customer Survey
Finance
12:30 - 1:30
Purchasing
Design
Plans & Permitting
1:30 – 2:30
Finance
Construction
Customer Service
2:30 – 3:00
Finance
Dashboard
3:00 - 4:00 4:00 - 4:30
Closing Remarks (Doug & Rick)
3
PURPOSE MEETINGS
4
PURPOSE MEETINGS
CONCISE, NOT SUPERFLUOUS (NO FILLER) YOU ARE IN CHARGE. IT IS YOUR AGENDA.
HIGHLIGHT THE INFORMATION WE NEED TO KNOW. PROVIDE YOUR RECOMMENDATION BASED IN FACT. FACILITATE & MEDIATE THE DISCUSSION. MOVE ON.
ALWAYS INCLUDE THE START UP TIMELINE!
5
Development: Site Development – Cresswind Parkway & Model Park Paved. Phase #1 – Sewer 80%, Grading 75%, Storm 0% Cresswind Peachtree Status
Amenity Site – Padded. Civil submitted. Lift Station – Complete and accepted
MacDuff – Scheduled to be to Cresswind Entrance by 8/21/16 CXS Bridge – All approvals acquired. Pre-con ETA 7/1/16 Variance – Final analysis complete. Wynn’s pond engineer reviewing. ETA 7/15/16 Construction: Home Building – 11 Permits acquired. Homes in various stages. Welcome Center – Rejected and will be reviewed under commercial. Resubmitted 6/14/16.
6
Start Up Timeline (New Projects)
N:\Communities\Active\Georgia\Peachtree City\Land & Legal\Acquisition Documents\Startup Timeline and Checklist
7
Critical Path Schedule
Critical Path to Opening
Description
16-Jun
16-Jul
16-Aug
16-Sep
16-Oct
16-Nov
16-Dec
17-Jan
17-Feb
17-Mar
17-Apr
17-May
17-Jun
17-Jul
17-Aug
CXS Bridge
MacDuff Parkway to Cresswind Entrance
MacDuff Parkway Dedication
Cresswind Phase#1 Development
Cresswind Phase#1 Development Plat
Lift Station
Opening
8
9
10
11
12
Central Florida Projects
Victoria Park Combined Model Park
I.
Overall Plan
A.
Design Packages
B.
C. Sales Center & Design Center Space Planning
D. Kolter Central Florida Office Space Planning
Cabinet Layout Approval
E.
13
Model Park Site Plan
14
Sales & Design Planning
15
Central Florida Office Plan
16
PROJECT REVIEW MEETINGS
17
Project Review Agenda
18
1.1 Executive Summary
19
2.1 Scatter Plot (Community Level)
20
2.1 Scatter Plot (Product Level)
21
LAND DEVELOPMENT
22
LAND DEVELOPMENT
COMMUNITY TRACKING REPORT CONTRACT / BID LOG SITE WORK CONTRACT SITE WORK PROGRESS MAPS
23
COMMUNITY TRACKING REPORT
LOCATION ON SERVER = Common\Communities\Active\Florida\Artistry\Land & Legal\Acquisition Documents\Startup Timeline and Checklist\Current\Artistry Timeline 6-28-2016 COORDINATE UPDATE WITH PROJECT DIRECTOR INCLUDE VARIOUS PHASES & AMENITY EXECUTIVE SUMMARY CRITICAL DATES THAT ROLL-UP ORIGINAL = UNDERWRITING = FROZEN
24
COMMUNITY TRACKING REPORT
25
CONTRACT / BID LOG
26
CONTRACT / BID LOG
• LOCATION ON SERVER = Common\Communities\Active\Florida\Alton\Land & Legal\Owner Agreements\Contract & Bid Log • FOR PROJECT DIRECTORS & LAND MANAGERS • STATUS OF BIDDING & CONTRACTING • COMPARE / REVISE BUDGET • CONTRACTS TO GET SIGNED • COMPARE CONTRACTOR’S SCHEDULE TO TRACKING REPORT DATES.
27
SITE WORK CONTRACT
LOCATION ON SERVER = Common\Communities\Active\Florida\Alton\Land & Legal\Owner Agreements\KH Contractor Agreement-Sitework STANDARD FORMAT (READY NEXT QUARTER) SIGNED BY LAND MANAGER ADD BILLING CODES TO PRICING EXHIBIT CONSULTANT’S LIABILITY:
DO NOT LIMIT LIABILITY TO CONSULTANT’S FEES. LIMITED TO THE PROCEEDS OF CONSULTANT’S PROFESSIONAL LIABILITY INSURANCE POLICY.
28
“Not another rain delay…”
29
SITEWORK PROGRESS MAP
30
SITEWORK PROGRESS MAP
LOCATION ON SERVER = Common\Communities\Active\Florida\Alton\Land & Legal\Sitework Progress Maps\Sitework Progress Map 070616 TO SHOW STATUS OF SITEWORK CONSTRUCTION SANITARY, WATER, STORM SEWER CURB, BASE ROCK, PAVING, SIDEWALK GAS, ELECTRIC, CABLE PREPARE MAP WEEKLY (DURING WORK) CONTRACTOR DAILY RAIN LOG
31
Finance: Land Development
Lot Development Status Report
How can we make it easier to input these figures? Demo: Input Sheet
Application: Running out of lots at Vic Hills
Can we create an interactive site plan (like that used on the website) for land development status reference? Land Development Contracts
Centralization of coded contracts Forecasting Future Phase Development
Is there a better means of determining land development figures, when incorporating them into Pro Forma model assumptions? Demo: Project Schedules
Lot Development Status Report
32
MARKETING
33
ESSENTIAL MARKETING REPORT DATA
To effectively direct Marketing strategy, execution and spend we rely on three primary data sources. These are:
• GOOGLE ANALYTICS
• CMS REPORTS
• JOB COSTS VARIANCE REPORTS
34
GOOGLE ANALYTICS
35
GOOGLE ANALYTICS
Since the journey for many of our customers starts and/or relies on information they research & gather online, this is where our analysis starts. The key reports:
• SITE ACTIVITY: User Sessions, Unique User Sessions and Page Views
• SOURCES: Web Sites driving Users to KolterHomes.com pages
• ALL PAGES: which Pages within the KolterHomes.com domain are being viewed the most … and not
• DEMOGRAPHICS: User Profile and Interests
36
GOOGLE ANALYTICS: SITE ACTIVITY
37
GOOGLE ANALYTICS: SITE ACTIVITY
Those 860 further generated an additional 3,000+ Pageviews above average = 12,812 total
yielded 860 pageviews
38
GOOGLE ANALYTICS: SOURCES
39
GOOGLE ANALYTICS: ALL PAGES
40
GOOGLE ANALYTICS: ALL PAGES
The Ponds and Cresswind at the Ponds seeking to reverse trend of dropping traffic. To start, we worked with Bob and Mike on developing online and direct marketing initiatives. Google Analytics shows in first full 45 days:
41
GOOGLE ANALYTICS: DEMOGRAPHICS
Over 50% of Users are 55+
42
GOOGLE ANALYTICS: DEMOGRAPHICS
Info is useful in determining sites to target in online ad networks, targeted Cable TV, offers & promotions, etc.
43
CMS REPORTS
44
CMS REPORTS
The two key CMS reports you should be aware of from a Marketing standpoint:
• SALES STATISTICS: provides tally of 1 st On-Site Visit and Internet INQs
• BUYER PROFILE REPORT: provides Demographic and Geographic data on Buyers and Prospects
Both of these are available under the REPORTS tab on the BuilderCMS homepage.
45
CMS REPORTS: 1st ON-SITE VISIT & INTERNET INQ
Select Community(ies)
Select Date Range
This icon means the report can be run for MULTIPLE COMMUNITIES This icon means the report can be run for a SINGLE COMMUNITY
Click on “Sales Statistics”
Check “Onsite/Web Traffic”
46
CMS REPORTS: 1st ON-SITE VISIT & INTERNET INQ
Result is a two-part report. Part 1 focuses on 1 st Visits & Be-Backs.
47
CMS REPORTS: 1st ON-SITE VISIT & INTERNET INQ
Result is a two-part report. Part 2 focuses on INTERNET INQUIRIES.
General Registration Form ▪ Home/Model Info Request ▪ QD Request ▪ Custom Form
48
CMS REPORTS: 1st ON-SITE VISIT & INTERNET INQ
Recall The Ponds and Cresswind at the Ponds: activity on web pages collectively increased in first 45 days but has that translated to more INQs and Traffic?
INITIAL ANALYSIS: • 1 st On-Site Visits have yet to pick-up (not factoring for Southern Flame or including Club opening) • Be-Backs yet to turn as well • Internet INQs up at CP, flat at Traditional – early to convert those to Visits • Collective Sales and Sales Conversion rate up for All Sources and on Internet INQs
49
CMS REPORTS: PROSPECT PROFILE
Select Community(ies)
Select Date Range
Click on “Buyer Profile Report”
Check “Prospects Only”
50
CMS REPORTS: PROSPECT PROFILE
Result is a multi-page, multi-part report. The Highlights:
Internet INQs all fall under “E”
Total Prospects includes both On-Site and Internet
Reason these numbers seem odd is because Internet INQs are included and we don’t have that data
51
CMS REPORTS: BUYER PROFILE
Select Community(ies)
Select Date Range
Click on “Buyer Profile Report”
DO NOT Check “Prospects Only”
52
CMS REPORTS: BUYER PROFILE
Similar format, which when compared and contrasted against Prospect Profile help to: • Determine if we are targeting accurately • Focus where program emphasis should be • Discover where opportunities may lie Last year at Vic Park we noticed locally-based referrals were driving summer sales so working with Mark and team we quickly developed a “locals” direct marketing program
53
MARKETING COST ANALYSIS
54
JOB COST VARIANCE REPORT
Taking the Job Cost Variance Report, we plug data into a Marketing Cost Analysis spreadsheet to calculate by Community and compare to previous year’s costs:
• COST PER INQUIRY: how much does each Internet INQ cost
• COST PER VISIT: on average, based on overall Marketing spend, what does each Visitor walking in the door represent on an investment basis
• COST PER SALE: on average, based on purely overall Marketing spend (i.e. not including Commissions), what does each Sale cost on an investment basis
Internet Spend ÷ INQs = $ per Total Spend ÷ Visits = $ per
Total Spend ÷ Sales = $ per
55
JOB COST VARIANCE REPORT
We also use the Marketing Cost Analysis spreadsheet as a tool to forecast and estimate budgets on a quarterly, bi-annual and/or annual basis.
FOR EXAMPLE: Verandah 2016 Marketing Budget
Using YTD data, we first calculate Cost per Visit, Conversion Rate, etc.
We are using a similar spreadsheet to track & forecast within year, and our goal is to get this built into the new Dashboard reports so you can track your Marketing Cost status.
56
57
Finance
Reports and Where to Find Them
58
Finance
Margin Analysis
Importance of keeping “MA” updated to ref lect accurate premium, options, base house and lot unique averages [see Purchasing slide(s)] Would it be beneficial to see old MA margin expectation figures on the Closed Unit Margin Analysis (CUMA) for more accurate evaluation of closed homes? Pro Forma/Budget Importance of keeping analysts apprised of major changes that could impact the Pro Forma Budget is static; however, the Job Cost Variance Report incorporates BCRs Rolling Forecast
Demo: Function of the Rolling Forecast
Underlying data assumptions [see Construction slide(s)] RF as it pertains to Area VPs, Rick and Project Financing Job Cost Variance Report P/L
Is a project on-track or off-track, and why?
59
SALES
60
61
The number 1 report
Forecast Report
• How do I stand with my sales, specs, and closings for the year. • Based on construction scheduling when are my specs delivering • How many more sales and/or specs are needed to make plan • How many pending agreements do I have in each phase and how does that affect my monthly and annual plan.
62
Forecast Page 1
Cancellations only from this year
63
Forecast Page 2
This indicates the variance to the current month not the whole year
64
Builder CMS Daily Management Reports Forecast Page 3
This date is adjusted: If build pro has the home completing after the 15 th of the month it shows in the following month for expected delivery
65
Builder CMS
www.buildercms.com
This is the program we use for tracking leads, prospects and buyers to homeownership.
This is the hub!
66
Builder CMS Tips Set your preferences on CMS
67
Builder CMS Tips
68
Builder CMS Tips
Single community
Multiple communities
There are two different types of reports
“Single community”
“Multiple commuity”
69
Builder CMS Tips
Single community
If you are looking to receive a report for multiple communities, but, the report is a single community report use the “Email Group Reports” function
70
Builder CMS Daily Management Reports 1. Spec management report 2. Hot prospect report 3. Visit report detail 4. Community sales summary 5. Sales report
6. Top sales report 7. Pipeline report 8. Option catalogs
71
Builder CMS Daily Management Reports Forecast
72
Builder CMS Daily Management Reports 1. Spec Management Report
Indicates all specs with model, square footage & bottom line pricing
• How many specs are released and of what model type and elevation • What are the stages of my specs • What is the price per square foot • What are my averages • What are my bottom line prices
73
Builder CMS Daily Management Reports 1. Spec Management Report
Indicates all specs with model, square footage & bottom line pricing
Populated by Build Pro data
Lot Status
74
Builder CMS Daily Management Reports 1. Spec Management Report
Indicates all specs with model, square footage & bottom line pricing
75
Builder CMS Daily Management Reports 2. Hot Prospect Report
Indicates prospects that the New Home Consultants consider hot
• How many hot prospects are each consultant working with • What are the recent contacts that have taken place with these prospects • Is the team keeping in touch with their hot pipeline
76
Builder CMS Daily Management Reports 2. Hot Prospect Report
Indicates prospects that the New Home Consultants consider hot
77
Builder CMS Daily Management Reports 2. Hot Prospect Report
Indicates prospects that the New Home Consultants consider hot
78
Builder CMS Daily Management Reports 3. Visit Report detail
Indicates conversion rates and follow up proficiency for a time specific period
• What are the beback conversion rates of each consultant • What are the sales conversion rates for each consultant • What are the average amount of contacts for each prospect • How many prospects are receiving a large amount of follow up
79
Builder CMS Daily Management Reports 3. Visit Report detail
Indicates conversion rates and follow up proficiency for a time specific period
80
Builder CMS Daily Management Reports 3. Visit Report detail
Indicates conversion rates and follow up proficiency for a time specific period
81
Builder CMS Daily Management Reports 4. Community Sales Summary- 1 st page is the summary Indicates pending, approved, cancellations and the status of homesites for a specific time period.
• How many pending agreements are in work and what phase • How many approved, closed and cancellations took place • What are the reasons for agreements being cancelled or not approved • How many homesites are left in a phase
82
Builder CMS Daily Management Reports 4. Community Sales Summary- 1 st page is the summary Indicates pending, approved, cancellations and the status of homesites for a specific time period.
83
Builder CMS Daily Management Reports 4. Community Sales Summary- Subsequent pages indicate the details Indicates pending, approved, cancellations and the status of homesites for a specific time period.
84
Builder CMS Daily Management Reports 4. Community Sales Summary Indicates pending, approved, cancellations and the status of homesites for a specific time period
85
Builder CMS Daily Management Reports 5. Sales Activity Report- by month Indicates pending, approved, cancellations and the status of homesites for a specific time period
• How many homes sold in January, February, March cumulative
86
Builder CMS Daily Management Reports 5. Sales Activity Report- by month Indicates pending, approved, cancellations and the status of homesites for a specific time period
87
Builder CMS Daily Management Reports 5. Sales Activity Report- monthly detail
Indicates approved, cancellations broken down by month.
88
Builder CMS Daily Management Reports 6. Top Sales Report- Summary
Sales leaders with dollars, units, co-broke & discounts
• Who is selling the most homes • Who is selling the highest dollar volume • What is the Realtor participation per consultant • How much dollars are being used towards incentives
89
Builder CMS Daily Management Reports 6. Top Sales Report- Summary
Sales leaders with dollars, units, co-broke & discounts
Sorted by $ volume
90
Builder CMS Daily Management Reports 6. Top Sales Report- Summary
Sales leaders with dollars, units, co-broke & discounts
91
Builder CMS Daily Management Reports 6. Top Sales Report with detailed individual sales
Indicates who is selling the homes in an Excel sheet
• How can I quickly view who is selling the most • I would like to see the details on all sales and cancellations in excel
92
Builder CMS Daily Management Reports 6. Top Sales Report with detailed individual sales
Indicates who is selling the homes in an Excel sheet
1 st tab is a summary
93
Builder CMS Daily Management Reports 6. Top Sales Report with detailed individual sales
Indicates who is selling the homes in an Excel sheet
Detailed data
2 nd tab indicates the details of each sale and cancellation
94
Builder CMS Daily Management Reports 6. Top Sales Report with detailed individual sales
Indicates who is selling the homes in an Excel sheet
95
Builder CMS Daily Management Reports 7. Pipeline Contingency Report
Indicates contingency expiration dates on pending and approved agreements
• How many contingencies do I have • What are the expiration dates of these contingencies • Are my homes tracking to complete before or after the date on the agreement
96
Builder CMS Daily Management Reports 7. Pipeline Contingency Report
Indicates contingency expiration dates on pending and approved agreements
97
Builder CMS Daily Management Reports 7. Pipeline Contingency Report
Indicates contingency expiration dates
98
Builder CMS Daily Management Reports 8. Option Catalogs
There are two types available to print in CMS
• What are the structural options we offer on each floor plan • What are the prices of these structural items • What are the design options and pricing we offer on each floor plan
99
Builder CMS Daily Management Reports 8. Option Catalogs
There are two types available to print in CMS 1. Structural
100
Builder CMS Daily Management Reports 8. Option Catalogs
There are two types available to print in CMS 2. Design options
101
Builder CMS Daily Management Reports 8. Option Catalogs
There are two types available to print in CMS 1. Structural 2. New Star (design options)
“
102
Builder CMS Inventory Grid 9. Rendering views 10. Grid views 11. Lot popup data
103
Builder CMS Inventory Grid 9. Rendering views 10. Grid views 11. Lot popup data
• How can I visually see what homes are available on a site plan • How can I evaluate lot premiums while looking at a map • What can help determine where my next specs are going • What plans and elevations are on which homesites • What is the public going to see on the website site plan
104
Builder CMS Inventory Grid 9. Rendering Views
a. Inventory View- (homes available)
Mouse hover will indicate homesite price
105
Builder CMS Inventory Grid 9. Rendering Views
a. Inventory View b. Website View c. Monotony View
106
Builder CMS Inventory Grid 9. Rendering Views
b. Website View (what the public sees)
107
Builder CMS Inventory Grid 9. Rendering Views
c. Monotony View (plans and elevations view)
Mouse hover will indicate floorplan homesite price
108
Builder CMS Inventory Grid 10. Grid Views
• How can I quickly find the options we have selected for a spec or a buyer • How can I see the lot details for a homesite • How can I pull up an agreement for a closed home • How can I see the history of pricing of a specific homesite
109
Builder CMS Inventory Grid 10. Grid Views
110
Builder CMS Inventory Grid 10. Grid Views- Link to contract function
111
Builder CMS Inventory Grid 10. Grid Views- Consolidated function
112
Builder CMS Inventory Grid 10. Grid Views-Lot popup (be sure your popup blocker is turned off)
113
Builder CMS Historical Reports 11. Spec Analysis by model/TBB
12. Model Report 13. Closed Report 14. Pricing History 15. Heat map and point maps
114
Builder CMS Historical Reports 11. Spec Analysis Report- TBB vs Spec
• What percentage of my sales are specs vs. TBB • What are my top selling specs • What are the average options in my specs compared to TBB
115
Builder CMS Historical Reports 11. Spec Analysis Report- TBB vs Spec- Page 1
116
Builder CMS Historical Reports 11. Spec Analysis Report TBB vs Spec- Page 2 and on
117
Builder CMS Historical Reports 11. Spec Analysis Report TBB vs Spec
118
Builder CMS Historical Reports 11. Spec Analysis Report by model
• What are my spec sales comparing TBB by model • What are my top selling specs • What are the average options in my specs compared to TBB
119
Builder CMS Historical Reports 11. Spec Analysis Report by model
120
Builder CMS Historical Reports 11. Spec Analysis Report by model
121
Builder CMS Historical Reports 12. Model Report
• What model is my best seller • How do my sales percentages breakdown in each collection by model
122
Builder CMS Historical Reports 12. Model Report
123
Builder CMS Historical Reports 12. Model Report
124
Builder CMS Historical Reports 13. Closed Report
• I want to see where my closed price per square foot is for making informed decisions • What are the average options in my closed homes. • Can I look at my closed homes and my future pipeline PPSQFT in one report
125
Builder CMS Historical Reports 13. Closed Report
126
Builder CMS Historical Reports 13. Closed Report
127
Builder CMS Historical Reports 14. Pricing History
• How can I see when I have had price increases on models • What percentage of increase have we had in a specified time frame • What are my average lot premiums on the starting date and finish date
128
Builder CMS Historical Reports 14. Pricing History
129
Builder CMS Historical Reports 14. Pricing History
130
Builder CMS Historical Reports 15. Heat Map and Point maps
• Where are my prospects coming from geographically • Can I view where my buyers are coming from on a map • Where my prospects/buyers are coming from with a specific source • Where are the Realty offices that are bringing us business
131
Builder CMS Historical Reports 15. Heat Map and Point maps Heat Maps and Point Maps may be created to provide insight to where visitors are coming from:
Prospects- (by source) Buyers- (by source) Broker offices Brokers w/ prospects Brokers w/ contracts
Tips:
1) Look at what specific sources are driving from specific areas 2) Target the Realtor offices that are bringing buyers and prospects
132
Builder CMS Historical Reports 15. Heat Map
133
Builder CMS Historical Reports 15. Point Map
134
Builder CMS Historical Reports 15. Heat map and point maps
135
Builder CMS Historical Reports 15. Heat map and point maps
136
Builder CMS Historical Reports 15. Heat map and point maps
137
Builder CMS Historical Reports 15. Heat map and point maps
138
CUSTOMER SURVEYS
139
Customer Surveys 16. How to find them in CMS 17. Customer Insight website 18. Comprehensive report 19. Comments 20. Heat map and point maps
140
Customer Surveys 16. How to find them in CMS
141
Customer Surveys 16. How to find them in CMS
142
Customer Surveys 16. How to find them in CMS- Prospect Survey
143
Customer Surveys 16. How to find them in CMS- Prospect Survey
144
Customer Surveys 16. How to find them in CMS- Prospect Survey
145
Customer Surveys 16. How to find them in CMS- Post Purchase and Welcome Home Survey
146
Customer Surveys 16. How to find them in CMS- Post Purchase and Welcome Home Survey
147
Customer Surveys 16. How to find them in CMS- Post Purchase and Welcome Home Survey
148
Customer Surveys 17. Customer Insight website https://customerinsight.ca
149
Customer Surveys 17. Customer Insight website- Comprehensive Report https://customerinsight.ca
150
Customer Surveys 17. Customer Insight website Comprehensive Report https://customerinsight.ca
151
Customer Surveys 17. Customer Insight website Comprehensive Report https://customerinsight.ca
152
Customer Surveys 17. Customer Insight website Comprehensive Report https://customerinsight.ca
153
Customer Surveys 17. Customer Insight website- Comments https://customerinsight.ca
154
Customer Surveys 17. Customer Insight website- Comments https://customerinsight.ca
155
Customer Surveys 17. Customer Insight website- Comments https://customerinsight.ca
156
Happy Selling!
157
Finance: Sales
Demo: Comps Report/Scatter Chart CMS: Forecast Sales Analysis (Rick Report)
Cancellations and how they are attributed
CMS: Inventory Extract Demo: Bottom-Line Pricing (BLPs)
Analyze One Lot: Quickly ascertain how and when to price a home BLP: Determine market trends given various inputs: model, sale date, etc.
158
PURCHASING, DESIGN, PERMIT & PLANS
159
Purchasing Reporting List
160
Monthly Reports
161
Purchasing – Model Cost Estimate Comp MoM
Determine base house cost trends and forecasting increase/decreases. Kolter Hosted
162
Purchasing – Housebook Review
Analyze each category once the house is closed. The guidelines are a single line over $250 or the total lot is $2,500. Kolter Hosted
163
Purchasing – EPO Analysis
Determine the top cost categories and vendor. Analysis with construction to determine how we can reduce cost, total count, and right size the model estimates. Kolter Hosted
164
Purchasing – Options Review
Determine the take rates and revenue enhancements for all products. Have designers and purchasing work together to identify opportunities by category. Kolter Hosted
165
Quarterly Reports
166
Purchasing – Cost Comparison for any Plans
Compare plans across the company by category for cost reduction opportunities. Kolter Hosted
167
Purchasing/Design – Take off Margin with Alters
Determine the take rates and margins for any product option both structural and non-structural. Kolter Hosted
168
Purchasing – Rebate Collections
Determine the closing volume for all rebates. Kolter Hosted
169
As Required Reports
170
Purchasing – Lot Unique Costs
Forecast the cost requirements of Lot Unique while right sizing the model estimates. The Project Director/VP can compare with lot unique to premiums for possible adjustments. Kolter Hosted
171
Purchasing/Plan & Permitting – Plan Information
Current list of plans that are assigned to each community. Also, used for rebate collections. Kolter Hosted
172
Purchasing – Master Budget Change Form
Documents all budget changes and is processed via DocuSign to the Project Director/VP and VP of Construction. MS Excel Purchasing Common Drive
173
Purchasing – Impact Fees
Documents all current fees for all locations and is used to update the model estimates. MS Excel Purchasing Common Drive
174
PLANS & PERMITTING
175
Purchasing Reporting List
176
Plans & Permitting – Lot Data Update
Permit tracking report from sale to construction start. Kolter Hosted / MS Access
177
Plans & Permitting – AFC Form
Track and control all plans changes while insuring that all parties are communicated via DocuSign. MS Excel Architectural Common Drive
178
Plans & Permitting – AFC Tracking Report
Tracks all ACF’s through each step of the process. MS Excel Architectural Common Drive
Collateral
Approval
CD’s
Costs
179
Purchasing Policies and Procedures in Place
Currently we have 13 P&P’s in place across all departments for the entire company with others being created. Common>Drive Operations>Manuals In Process
180
Finance: Purchasing
Housebooks and 12 Month Model Cost Estimate
Estimate base house costs for acquisitions
New Lot Uniques
LU Database
LU Update Process
12 Month Model Cost Estimate
Housebooks
181
Finance: Purchasing
Feasibility Report or Feasy
182
CONSTRUCTION
183
Construction Start Date
Color Selections
PASA or Spec Authorization Form
Purchasing
Permitting
• Permit Report has an inherent timeline that is projected/visited weekly to ensure the Construction Start Date is met. • The permit report tracks the main areas of focus from Signing of Contract/Spec Authorization Form to Construction Start Date. • It is critical that each Department (Closing, Design, Permitting, and Purchasing) meets all targeted dates.
Permit Report – How does it get to the Permit Report?
Design – Structural Options and Color Selections
Purchasing – Input in NewStar Enterprise and/or NS Sales (if Spec)
Closing - Input in CMS/NewStar Sales
PASA or Spec Authorization Form
Email Distribution
Architecture/ Permitting
BP Manager – Upload to BuildPro
All updates are done in BuildPro – will feed Permit Report
Permit Report – Critical Dates Three Examples in Detail
• Contract Date or Spec Authorization Form • PM Approval • Closing • BP Manager
Time Frame = 10 days
This took 23 days.
Permit Report – Critical Dates
Time Frame = 3 weeks (Alton)
• Start Authorization (i.e. Start Request) • Permitting
This took 7 weeks.
Permit Report – Critical Dates
Construction Date Goal: 6/8/16
• POs – POs must be issued 10 working days prior to Construction Start Date. • Permit Issued – Time varies for different municipalities. Plans must be uploaded to BuildPro at least 5 days prior to Construction Start Date.
Permit Report – Management of Starts and Completions
Each department is responsible for attendance. Each party shall bring up-to- date information to facilitate permit updates.
• Project Director – manage starts, HOLDS, specs, Design selections on HO timeframes • Design – Manage Structural Options and Color Selections • Architecture – Reviews Start Authorizations; Reviews Sign & Sealed Plans • Permitting – Collect Data (survey, Eng., Forms and Sign & Sealed) for permit submittal. Manage Permitting process. • Purchasing – Review Custom Options/Cost; Issue POs • Construction – Establish accurate construction start dates. Coordinate information from the permit report to Construction Managers and Trades. • BP Manager – Coordinate input data between all parties, i.e. HOLDs. Manage Construction Start Date changes.
Permit Report – Committed Closings
Each community needs to review timelines from Contract to Closing.
Once established, Committed/Estimated Closing Dates should be communicated by Sales in writing per Project Director
Permit Report Before/After
Color Selec Appt
Color Selec Approv
Color Selec PM Approv Survey
Permit Apply Goal
Permit Issued Goal
Start Date Goal
Scheduled Completion
Committed Closing
Start Requestn/a
n/a
n/a
Sign Seal
AC
Truss Eng
Permit Apply
Permit IssuedPO Final GoalPO Final Actual
PASA/ Spec Start Auth
Color Selec Appt
Color Selec Approv
Color Selec Appr'l
Permit Apply Goal
Permit Apply Actual
Permit Issued Goal
Permit Issued Actual
Const. Start Date
Scheduled Completion
Estimated Closing
S.O Appr'l
Start Auth
Survey
Sign Seal StartSign Seal End AC
Truss Eng
PO Final GoalPO Final Actual
Where is the Permit Report
191
Moves Report
Give accountability of the Construction Progress in a visual format.
A move is the completion of a Milestone(s) within the week based on the template.
Where Does the Information Come From? BuildPro Feeds NewStar
BuildPro Feeds NewStar
Week 2: all three Milestones must be complete to get 1 move
Stage
Lot
Move
Community Detail
Lot Notes
196
Verano Issue #1
Verano Issue #2
CMs holding on to units waiting to be turned over to Customer Service – Bob finished early (6/22/16 compared to Planned of 7/5/16) after the Holiday, he will still show an available move, therefore counting against the community
Verano Issue #3
Vendor Issues: Both homes are being delayed due to Roofing Vendor
CUSTOMER SERVICE
199
SPEC Home Turnover to Customer Service
• The Construction Manager arranges with a Customer Service Coordinator to schedule the Model/SPEC Home 1st and Final Walks.
• Once the Final Walk has been completed the Model/Spec Orientation Form is sent to Customer Service to file and the Customer Service SPEC Maintenance Log is updated.
• The lot is then updated in the Lot Data Update Microsoft Access report and the turnover date is input into the system.
• An email is generated notifying the proper departments that the home is now in the care of Customer Service.
200
Made with FlippingBook