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 Requirement

Security Deposit to be registered at the time of creating the offer or the contract under the general Data
screen, it should be used for finance team to generate a GL entry for the same when client signs the
contract and hand it over to Al Hamra for signature. 

Another Security Deposit field for any top-up amount in case of rent escalation during the lease duration.
( the security deposit amount is decided based on the rent value , in the case of contracts with rent
escalation condition, the security deposited might change during the contract, where client is requested to
increase the security deposit amount when rent is increased during the contract period, this scenario
needs to be configured in the system. For the same contract types as well the security deposit might be
decided on the highest rent value , so both options are needed to be supported by the system.

To add a defaulter field and legal field.(to highlight or change existing client status if they are delayed in
payment or not fulfilling contract clauses or commit a violation, this is to notify leasing department team
about the status of the client)

Grace Period fields for Rent and CAM to be added, Grace Period presents the period where the unit is
under fit-out process, the unit is occupied but the rent is not collected, this condition to be defined while
creating the contract, but the system should be flexible enough to apply it on either rent or CAM or both,
with possibility of extension if needed, extension needs approval workflow )

Specialty Leasing units/pooled areas are not to be added in the leasable/leased area so as to not reflect
inaccurate occupancy reports, occupancy report should separate  between the units leasable areas and the
specialty leasable area.
Specialty Leasing revenue and occupancy reports to be generated.
The option to see the leasing history of each unit/pooled area in a report.
The option to track object measurement for furnished units and its effect in the rate.
To collect client contact information, (e.g. marketing contact, emergency contact, …etc.), using online
form (Portal page) allowing the client to login and provide their teams contact details, and also give
access to all departments to have access to them for their relevant needs.
Provision the “Storage” rental units, with their occupancy incorporated in the BT reports, and separate
occupancy for Shopping Center reports.
To have the ability to create a temporary unit/area for specialty leasing from the pooled area with flexible
coding.
For the Terminology, if not possible to change, to have the option of hovering above each field and show
us the explaination with Al Hamra’s terminology.

Rental Units definitions to be done by Project Department allowing the user to register each unit status
and fixtures included in the unit (e.g. carpets, light fixtures, paint, …etc.), team should also be able to
decide unit’s area in SQM and upload documents related to the unit like Drawings, Licenses etc.

To add other kind of potential charges for each contract (e.g. insurance).

To have the system lock the unit for a period of 7 days for an offered unit, with the possibility to extend,
cancel or approve the status of the offer.
To track the no. of offers made on one unit during a certain period, and to generate a weekly report of
outstanding offers on all units.
To have the flexibility to add new activity options listed to choose from for each contract, without the
need to go back to SAP team.

Contracts to be printed from the system with pre-fixed contract templates uploaded and prepared on the
system with limited changes done to the same. Meaning, the body text of the contract should not be
touchable and should have unlimited addendums for any kind of special conditions, keeping in mind that
for some special clients like government sector, the contract format cannot be Al Hamra’s one , for such
contracts types, system must allow the ability to upload the signed contract. 

Automatic periodic invoicing for Rent and CAM and various services like IT.

We should be able to view the financial status of the tenant from the system without going back to
finance. This will help us during the renewals, incentives, termination of contract….etc.

A glossary or index to be made showing SAP terminology explanation in Al Hamra’s terminology.

To register in the system the Rack Rates (board approved rates) as a guideline (and minimum pricing) for
potential leasing.

To register the grace period scheme of each unit according to its size to be used as a reference for
leasing.
The system should be able to create reports (the system to assist in setting the plan) for the annual leasing
plan, and forecasted occupancy in terms of area and revenue, and be able to track it and graph it every
month)

Profiling of every unit, showing pre-planned activity for each unit, with reports issued for the activity
mix.

Reports showing the initial planned profiling of units Vs the current profiling of the tenant mix at any
given time.

For the BT, to show reports of the sectors occupying the tower, to monitor the type of tenants
(mix) leasing the tower.
Leasing applications to be filled by prospect clients, and submitted along with materials in support of his
concept (e.g. profile), and the system should automatically sort out the list of registered prospect clients
that will meet certain kinds of criteria.
Leasing applications to be shared with the prospect clients as a link giving them access to the system so
they can electronically fill certain fields (some with predefined drop list for the prospect client to choose
from) and save automatically in the system. 32- Manually entering of the online forms on the system
should be enabled.

System to send the prospect client a thank you email for filling the applications mentioning that their
request is under assessment.

Once a form is filled online in the system, a notification is to be generated by the system to designated
parties in Al Hamra for both processing and monitoring.

System to generate weekly report of the no. of leasing applications received, with their details. (as a dash
board for tower, mall, activity, and others.)

System to not allow any offered rates in the specified offer field below the saved rack rate of each unit.
Any exceptions, should be approved by specific authorities in Al Hamra through the system. 

Once offer details are filled in the system by the leasing officer, a workflow to be created to have the
offer approved by leasing committee in Al Hamra.

System to generate notification for Al Hamra's authorities of the special rates offered and require
approval from them, in addition to the offers that need their own approval. The same notifications are
generated back to the leasing officers.

Al Hamra's Leasing Flow Chart to be presented  in the process of leasing in the system.

A comment field to be added to keep the history of approving offering the unit below the rack rate.

The system to show a comparison report between the rack rate of every unit and the signed investment
agreement rate. And an aggregate report to show total budget Vs. total actual revenues for all leased units
in terms of revenue in addition to the area.

The system to generate a pop up notification for the leasing officer 5 days after sending the offer, as a
reminder to follow up with the client.

A weekly tracker to be generated by the system to show the no. and details of offers sent during the
week.
Offers status field to include : "Approved" , "Sent" , "Received by client" , "Signed by client".

System to start counting the offer validity (7 days) from Received by the client date.

Client's official documents to be uploaded to the system once offer is signed by the client.

When a contract is under preparation, a notification to be sent by the system of the same for each
concerned department to start preparing and doing their activities and checklist if available (each deps
checklist to be added in the system with BDCR ability to view the status of each checklist.

An internal mapping in the system to show the status of each client, whether the contract is under
preparation, under signing, or signed contract with pending unit handover. This mapping is to be
available for Al Hamra's Executive level and BDCR team.

While the status of the contract is under signing, Finance should be able issue a receipt of the down
payment even if the contract still yet not signed by Al Hamra.

Knet portal payment, with ability to send the customer payment URL, this should apply on the rent,
service charges and utilities payment or the down payment .
The system should give us the possibility to change the company details (name, signatory, ...etc) that was
signed in the offer when preparing the contract as the client's company may change in the contract
preparation phase.

The contract status is allowed to be changed to active contract only once the client signs and pays the
down payment and Al Hamra's Management signs the contract as well, based on that status the grace
period starts

When the contract status is changed to "signed or activated", a notification to be sent to all concerned
deps to proceed with boarding the client process and offering various services, keeping in mind that
contract fields viewing authorities to be varied between departments, for instance finance team are
authorized to view financial data of the contract while the rest of departments should only view unit
details and clients contact details etc. ( detailed authorities to be decided later)

Once contract status is changed to "Signed or activated" in the system, the system should generate
notification email sent to the client to inform the client of the contract signature and requesting to supply
certain certificates or requirements like unit insurance, fit out insurance which should be provided by the
client before starting fit out works, operational insurance should be provided by the client and approved
by Al Hamra before commencing operations (or receiving the Fit out Completion Certificate) in the unit
within a time frame of 7 working days latest. 

System to manage the insurance documents receiving and approvals to be filled by Leasing officers,
When all insurance docs are submitted and approved, the system is to generate a notification to project
department to issue the client the "Fit out Completion Certificate" in order for the client to commence
operations in the unit.
Termination cycle to be discussed and provided to Octalpha asap.
58- Benefits given to signed clients by Al Hamra (e.g. 1- Access Cards and its free limits according to
the leased area, with any additional allowance - upto 20% - to be chargeable. 2- Prepaid Parking Cards.
3- Free Parking Allowance)

Insurance documents submission and approvals report to be issued by the system.

Reports for vacant units, expirations, occupancy,...etc - BDCR to share samples.

System to include validity dates for each insurance policy, with pop up notifications of expiry to be sent
to BDCR and automatic renewal requests to be sent to the client to submit renewal.

System to allow different contract types: (1- Capex. 2- Revenue sharing or rates which ever higher. 3-
Revenue sharing with Al Hamra's % of the share is different according to the category of total revenue.
4- Capex and revenue or rates contract. 5- Revenue sharing with fixed amounts or rates for every amount
of revenue achieved.)

Contract Renewals scenarios are: 1- without any change on the contract terms 2- with changed areas 3-
with changed rates 4- with changed clauses, the system should allow to add new documents or update the
existing ones.
Storage contracts do not include CAM, and payment is paid fully annually in advance. Add possibility to
make the payment monthly or quarterly or semiannually as well.

Storage contracts are tied to the expiry or termination of the main client's unit/office contract.

Storage units creation authority to be granted to Property Management department with ability to specify
the storage unit status (Vacant, Leasable, Occupied, Assigned to Al Hamra Department or assigned to Al
Hamra third party supplier “E-covert”)

At the time of unit creation specifically when creating a storage unit the system to register the allowed
elevator number to be used by the client who leased that storage
Storage areas in the Tower is included in the Tower occupancy report.
Storage areas in Mall is not included in the Mall occupancy report, so mall storages occupancy report
should be generated separately.

Any units construction, demolish, or merge are to be registered in the system with specifying the unit
area’s which reflects the total leasable area( authority to adjust to be given to Project Department Team)

Monthly tracking of change percentage in occupancy with details of the change (new leases or exits).
This also to be done quarterly, semi-annually and annually.
Monthly Reports to reflect defaulters and legal clients with their areas in comparison with the leased
areas and total no. of tenants.
Revenue Sharing contracts types: System to allow adding the monthly sales of each client, whenever
available, and to automatically compute the Rent to Sales ratio of each unit, as well as their annual
average. System to take into consideration no. of sales months added in relation to rent. System to
generate average rent to sales ratio for multiple years, or between clients of the same activity (e.g. F&B),
or between clients in a certain period of time.

System to allow multiple units and storages combination contract lease with each unit or storage under
different basic rent rate of cam rate. Invoice generated to include the lump-sum installment for all.

Referring to the previous point, the system should allow discounts  by based on unites and/or total value
of contract.
System to send contract expiry notifications to both tenant and BDCR team at a pre-defined period for
each contract.
System should be flexible to allow user to contracts without offers or with offers, meaning that journey
might start from an offer or directly by to start with a contract.

Part of the specialty leasing areas are managed by a third party agency, who are leasing those areas to
their clients on behalf of Al Hamra, their clients profile are reviewed to either be approved or rejected by
Al Hamra leasing department, the system is required to provide a communication channel between Al
Hamra team and the third party agency to documents the communication for approval or rejection of the
possible client.

System should support contracts with sublease option.

Sublease process

Manual Posting recording

Sublease process

A) Specialty Leasing through M2R (Third Party Specialty Leasing Management Agreement):

Through an annual contract, Al Hamra allows M2R to lease in certain assigned and pre-defined locations in
Al Hamra on their behalf.
M2R handles its own clients' contracts and send the client details to Al Hamra, while Al Hamra only approves
and books the locations.
Utility Invoices to M2R clients are issued for their location under M2R-Client name.

The system should provide channel of communication for M2R to provide their client details they send
Al Hamra for review and approval whether for booth locations, megacoms, fascades, glass tower, entrance
doors, as well as for Ads media in case screens (internal or External) are leased with registering the ad period.
The same channel of communication should notify PM of the approved concepts for their action.

B) Specialty Leasing under the management of Al Hamra:

Pre-defined units (e.g. Exhibition Hall)

White Boxes and Pop ups:

Their units are not pre-defined and are used in specialty leasing on an ad-hoc basis.
If a unit is vacant, we temporarily use it as specialty leasing till permanent client is secured.

The rate the client pays includes insurance, utilities, IT services.

A part of pooled area can be used temporarily in specialty leasing.

Specialty leasing should be a part of Aggregate Occupancy report (including specialty leasing of pooled
areas), with the option to classify the permanent leasing from specialty leasing.

Long term specialty leasing (1 year) should be included in permanent leasing occupancy report. Short
term specialty leasing (less than 1 year) should be included only in Specialty Leasing reports.
For Termination or expiry of specialty leasing, system to send notifications for concerned departments
for evacuation prior the end date for action from deps sides.
System to send to concerned deps the specialty leasing form showing the (start & end dates, contact details,
services requested by the client,...etc.). This is to serve as lease confirmation, and also to be used for lease
termination of specialty leasing.

Al Hamra will pay 50-50% with M2R for revenue share agreement in location managed by Al Hamra
 Support Nice to Have

Stastical Condition for security deposit and can be linked to contract.

The actual security amount recept must be done in FI (F-29 We can
not post Security deposit request from RE contract.

Stastical Condition for security deposit and can be linked to contract.

The actual security amount recept must be done in FI (F-29). Manual
calculation of Security diposit top-up and use it manually according
to the rent escallation & communicate the the same to FI team.

RICEFW Yes Finance team will take the initiation after checking report FBL5N

Stastical Condition for grace period can be provided/ No such field

available to capture grace period in contract. Else validate the grace
period on contract start date/ cash flow date/ condition start date.
Change in process

Yes Use filter in master data report.

Yes Standard reports of master data & contract report

Yes Standard contract report unit wise.
Yes New condition for furnished charge

Need discussion: Post SAP Portal Integration. At the time of creating

Portal Integration
partner multiple contact information to be included in SAP.

Yes Usage wise report

Yes RS can be created reference to pooled space as per the requirement

Change management, Business has to adopt SAP terminology

Yes Standard process in REFX

All receivables must be considered as separate condition type in

Yes
system. Ex. Utility, rent, CAM, Insurance
To check the
Yes standard function to lock the Unit accordin to vacancy reason.
functionality
 Yes RICEFW Not possible in standard report.

Yes With SAP support team/ Task of consulting team

Not possible in
Pls share sample contracts with variable & static data highlighted, we
Smart form standard SAP
can check feasiblity and confirm
system

SAP best practice In standard, manualy transaction has to be done monthly basis by
to post manually condition wise or directly reference to contract.

Yes Authorization issue

No Repeated

To fix the rent, Condition must be assigned in RO with unit price and
same will be copied to offer and contract. To put the lock, we have to
check the authorization object. If this process will not meet the
Condition in RO requirement then complete enhancement to be done. 1) Unit price
master for condition & RO, 2) Compairision of contract value & Unit
price master dynamically at the time of contract creation & the
validation, error message.

Grace period condition must be assigned in the RO with the value.

Condition in RO Only as reference, no check in system
Planning of revenue or cost is not a part of REFX. Actual Revenue
Part of Analytical
cloud posting on Rental Object is possible in REFX through transfer posting
in transaction RERAPP.

Conditions need to be assigned in the RO as per the planning & the

same will reflact in report. System can provide current and past
Yes
activity mix(Contract details) in the REFX report, planning can not be
done in REFX.

Usage of RO can not be change in the system. Conditions need to be

assigned in the RO as per the planning & the same will reflact in
To Check
report. System can provide current and past activity mix(Contract
details) in the REFX report, planning can not be done in REFX.

Yes Use filter in master data report as per the attribute of RO.

Report of applicant. Applicant wise search request details can be

Yes checked in standard report. Mandatory check list before creating
applicant/ prospect can be tracked in portal.
RICEFW Portal process integration with SAP.

E-Mail trigger after contract offer acceptance/ CONTRACT Creation

RICEFW mail notification will be trigger to contract management team/legal
team/ maintenance team.

E-Mail trigger after contract offer acceptance/ CONTRACT Creation

Portal
mail notification will be trigger to partners available in contract.

It must be initiate in Portal. If directly search request has been

Portal
created in REFX then all the information can be check in report.

In standard process, only reference can be assigned in RO level, no

RICEFW
check. Refer point no 22.

Approval can be track through the user status in Contract offer. L1,
Yes L2, L3 approval level. All must approve & escalation startergy can be
mainten in the workflow.

Unit price master create/ change authority must be with the higher
management only. For any change request in unit price master,it
must be communicate out side of system over phone call, meeting or
e-mail.

Yes Already covered in demo and the same will be captured in BPD

Refer point no- 35. To capture unit price master change request in
SAP, we have to consider new enhanced process. Details of the
RICEFW object will be discuss once RICEFW list get approved.
(Create/change/display mode needs to be consider)

Rack rate & investment agreement are part of enhancement. So the

Yes report will also be one more enhancement in the system. Plan Vs
actual revenue report can be fetched from CO report.

1) It is possible through Workflow enhancement

2)We have considered mail notification on contract creation,
according to point 39, we have to trigger mail to customer on the
creation of offer & after 5 days of offer creation date system will give
CRM a reminder mail to leasing team to follow up with client.
3) To execute point no -2 we need to validate the logic like if contract
has been created in the system within 5 days then mail trigger is req
or not.

RICEFW Customised Offer report

 Automation is not available, Approval authorities needs to be
User status finalised, accordingly the user status will be created in the system for
contract offer.

System will validate according to the date given in the contract offer.

Yes DMS activity

Approval startergy has already been covered as enhancement. Down

the line check list for individual department has to be done before
approval out of system. Contract View authorization can be shared to
all concern dept.

We can configure User status for contract like, in process, pending

for approval, activation pending. Manually user must change the user
Yes
status according to the actual status of contract. Same can be fetch
to Enhance report as per the requirement no -45.

BP must be created in the system with master tenant role. Finance

entry (F-29) in the system without reference to contract
(Advance/downpayment receipt)
Payment getway & portal integration. FI entry linkage with banK
Portal paument (Card, NEFT) through portal. ???

Change in BP

In system we can check the status of down payment. Manual check

Yes to activate the contract. Condition parameter in contract can not be
change after posting but New condition can be added.

No such process in standard. Alrady one enhancement has been

RICEFW
considered for approval of contract activation to different dept.

No such process in standard. Enhancement of workflow with all logic

RICEFW Yes and validation needs to be check, triggering point is contract
activation. It is not process requirement, nice to have

There is no standard process to generate fitout print form reference

to contract. Document upload & approval request functions are
TBD
already covered in previous points. Individual dept check list needs
to be done out of system manually.
 RICEFW Termination Notice & contract close, workflow for mail.

All receivables must be considered as separate condition type in

TBD
system. Ex. Utility, rent, CAM, Insurance, parking, access card.

Out of SAP Document attachment is possible in DMS, can't handle the approval.

Yes Refer standard occupancy report

Integration with Not a part of REFX process. Separate notification type needs for
PM insurance & re object & functional location needs to be synched

Identify the total REFX contract type. For CAPEX, we will create new
contract type & condition type = investment recovery is only allowed
Yes for this contract type. Investment posting to be posted as down
payment to vendor in FI. Calculation of unit price for condition type
investment recovery has to be take care out of system.

Changes in calculation (%) of escalation rule, adding new condition in

Yes
contract is allowed but changes in condition pricing is not allowed.

This is the decipline needs to be taken care at the time of contract

Yes creation. Part of contract.

Advise to create separate contract for separate rental unit. Any way
the customer will be same & all outstanding can be track from FBL5N
Needs to check
report. If all conditions are applicable for a group of RO in a contract
then we can use group of RO in a contract.

Vacancy will auto update in the system. Like if offer created then
vacancy = Reseved, Once contract done then vacancy = Occupied,
Yes
Once contract terminated vacancy = Available due to contract
termination

Fixture and fittings. Needs to identify all the possible fixture and
Yes
fittings in the KDS.
Yes Usage wise report of rental object.

Yes Filter in standard report, Usage wise

Delete individual units & create new units using new measurement
Yes and new usage as required. Usage type can not be changed in the
system once rental object is saved in the system.

Refer standard occupancy report providing the valid from & to date
Yes
in the input parameter of report.

FBL5N report/ contract report

 Automation is not possible to calculate the rent from the sale report.
Yes Manually user has to update the sale report in contract & do the
sales based settlement in each month.

Separate contract suggested. Refer to point no - 61.

FI- Posting (Cradit memo to customer)

RICEFW Work flow

Yes Standard functionality

Not possible in
SAP This is M2R process.

Considering the business of customer in the sap system is not in

scope.
Considering the business of customer in the sap system is not in
scope.
Yes Pooled space and extract Rental space from PS.
Yes Short/long term speciality contract allowed for RU
Capturing of all receivable is possible by creating separate conditions
No
accordingly
Yes

Occupancy report - Contractwise & Pooled space & Rental space link
report

Define contract type according to the period & get the report
Yes
according to the contract type.

Work Flow

Work Flow

Only lease related receivable can be consider in RE contract. New

TBD
process must be finalised for finance & recovery.