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State prior to implementation of the information system
The company used Microsoft Excel tables for registration of objects and rent; however, they were not very transparent and it was difficult to manipulate data. Drawing documentation of objects was in the paper form and due to frequent changes in the drawings (on the basis of renters' requirements) it was very difficult, sometimes even impossible, to keep these drawings up to date. Errors were frequently incorporated in these drawings. Contracts and invoices were created "manually" for individual rents, and their registration was again very laborious and not really transparent.
Requirements for implementation of the information system
The main requirements of CITY SERVIS a.s., Košice included automation of creation of customer contracts and invoices, transparent and detailed record-keeping of property, unification, registration, and administration of the project documentation of owned and rented premises, buildings, etc.
Another requirement was the simple overview of rented and free spaces according to various criteria in the form of colour classification directly in the drawings, various charts, output configurations with the possibility to print and export to various formats, especially Microsoft Excel, Microsoft Word, PDF, etc.
An important requirement was the possibility of export of free spaces for various premises (buildings) to the Internet in the XML format, or a classic text format, which is then processed and, in the form of simple overviews, made available on the website of CITY SERVIS a.s. company, Košice.
Implementation of the Chastia FM system
Implementation at CITY SERVIS a.s.company, Košice, has two stages.
In the first stage, we had to cover the requirements of the marketing and contractual relations department. CITY SERVIS a.s., Košice, monitors surfaces and spaces in the form of rooms, free and storage premises, parking spaces, etc., which are then processed and used in the rent module. From the point of view of marketing, good contributions were the reservations, creation of a business case (rent), automatic generation of contracts, amendments to contracts, notices and schedules of payment relating to rents. Also, using the graphic editor, all changes in dispositions of individual premises are operatively drawn in. These changes are carried out on the basis of renters' requirements, or during reconstructions of premises.
In the second stage, the system will be calibrated for the purposes of the technical department of the company – basic records of all technical facilities, registration of power consumption, monitoring of maintenance of premises and technical facilities, etc.
Technical realisation
The Chastia system works in classic Microsoft Windows networks. Several licences of the system have been installed at the CITY SERVIS a.s. company, Košice.
Microsoft Internet Information Services version 5 or higher, located on the computer that has been determined and reserved as the "data server", on which all databases, drawings, and attached documents are stored, is required for the purpose of export to the Internet. On this server, above the Internet Information Services, runs a web service (ASP.NET technology) which takes care of data selection from the database for subsequent export to the Internet.
Data backups have been provided by a third party application, according to the customer's selection.
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Profile of the customer
The mission of the company is to administrate and develop a diversified portfolio of its own realties and realties administrated, customised to customers' requirements, as well as to ensure motivation at work with above-average evaluation of employees. The company places emphasis on the use of the newest technologies and administration systems. At the same time, it concentrates on continuous development of high-quality and highly-specialised managers. Only such a strategy enables the company to effectively administrate geographically distributed subjects with less than 30 employees, and thus provide professional services in the field of renting of non-residential spaces.
Supplier of the project
TERMOKLIMA, spol. s r. o.
www.termoklima.sk
www.chastia.com
Tel.: +421-52-7769131
Fax: +421-52-7731249
Customer
CITY SERVIS a. s., Košice
www.city-servis.sk
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