BETONIQ QUALITY SYSTEM
Wi07 Registration Project + Acquisition Info
The purpose of this work instruction is to organize the way the BETONIQ project developers handle acquisition possibilities and register the acquisition information that comes with it. At a certain moment when costs regarding the acquisition must be made, also administration system must be prepared to add the project to it. After projects or acquisitions end projects has to get digitally archived also regarding the administrative systems. Because important management information is retrieved from this information and because these projects need to be financially controlled in the administration system it is very important that mutations are processed in an orderly manner by all involved personnel. In this work instruction it is presented how this should be done.
Acquisition is a task of the BETONIQ project developers. But in fact all employees can be appointed as an Acquisition Manager as it is a task of all BETONIQ personnel to look for new projects. If a new project possibility is there it must be presented to the Director of the BETONIQ Project Development Department of the BETONIQ Hub. In this presentation the project manager must add a budget using Fo03 Project Budget and a timetable using Fo04 Project Schedule. The Director of the BETONIQ Project Development Department then decides if the lead is worthwhile. If it is, the General Manager creates a new Acquisition position in the overall Acquisition list (Ov03 Acquisition List), adds a new acquisition number “A-0000” and adds the name of the Acquisition Manager. The Acquisition Manager then gets automatic access to this Acquisition data and fills in all available data, using the template of the Ov03 Acquisition List. From that moment it is the task of the Acquisition Manager to pursue this project (and the involved decision makers) to let BETONIQ make an offer for this project. All important progress will be registered by the project manager using the Ov03 Acquisition List. This document will be discussed every month in the Acquisitions Meeting as described in Wi02 Internal Meetings and Assessments. If the Acquisition Manager needs budget to make the offer he is obliged to make do this following the description of Wi08 Budget Management and Contracts.
About 2 weeks before the December Acquisition Meeting (Wi02 Internal Meetings and Assessments), the Project Managers and Real Estate Agents come together to discuss and write the Annual Acquisition Plan for the coming year. After the December Acquisition Meeting the General Manager processes some possible adjustments and stores the Annual Acquisition Plan by putting it with its hyperlink on the Annual Acquisition Plan page of the intranet. In this annual plan, the goals must be clear about the number of apartments, houses and other buildings the Project Managers and Real Estate Agents think to purchase and sold, how to achieve this and what the necessary acquisition budget should be.
All offers to clients that concern new project developments, must be setup by the Acquisition Manager using the Project Budget Application and must be first approved by the General Manager. Only if he approves the proposal will be sent to the Board of Directors of the BETONIQ JV to approve. The approved offer will be sent to the client and will be registered using Ov03 Acquisition List. Only when the client signs the contract, the project will be added to the Ov04 Project Lists creating a new project number: “P-0000”. The General Manager will appoint the Project Manager (that could be the same person as the Acquisition Manager). The Project Manager then will be adding all relevant information to the Ov04 Project Lists. From that moment it is the task of the Project Manager to organize the project and realize the project within the appointments of the contract, the Project Budget and the Project Schedule. All important progress will be registered by the Project Manager using theOv04 Project Lists. This document will be discussed every month in the Project Preparation Meeting as described in Wi02 Internal Meetings and Assessments. If the Project Manager needs budget to realize the project, he is obliged to make do this following the description of Wi08 Budget Management and Contracts. The budget is controlled and registered by the Project Manager using the work instruction Wi08 Budget Management and Contracts. When projects are finished projects are assessed and registered using the Fo05 Project Evaluation Form. If a project get transferred to another Project Manager the project transfer will be registered using Fo06 Internal Project Transfer.