Michael Roper EMEA Vice President ,Global Facilities Management BUSINESS PARTNERING – How a Facilities team can effectively partner and support the goals of an organization
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1. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 2Internal SAP Today ~75,000 SAP Employees worldwide
>120 Nationalities 25 Industry Solutions >261,000+ Customers
190 Countries 11,700+ Partner Companies worldwide
2. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 3Internal SAP KEY FINANCIAL INDICATORS, 5 YEAR VIEW (*)
Total revenue & Operating margin as a percentage (IFRS) 0% 10%
20% 30% 40% 2010 2011 2012 2013 2014 20.8% 34.3% 24.9% 26.6% 24.7%
TOTAL MARGIN 8 13 2010 2011 2012 2013 2014 12.46 14.23 16.22 16.82
17.58 TOTAL REVENUE (Bn)
3. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 4Internal GFM Organization comprises Corporate Real
Estate, operational Facility Management and Physical Security
GLOBAL FACILITY MANAGEMENT PHYSICAL SECURITY Physical Security for
all locations (e.g. Access control, alarm systems, incident
management etc.) REAL ESTATE MANAGEMENT Location Strategy &
Management City Strategies (tactical planning & operational
execution) Real Estate Sustainability Providing Data Center space
FACILITY MANAGEMENT Operation of Facilities Operational Real Estate
Management FM Sustainability FM Data Center Operation Energy
Engagement
4. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 5Internal SAP's Global Facility Management today 360 HC
GFM Employees worldwide > 80 Nationalities 70/230/455
Countries/Locations/Buildings >1.555.000 sqm Office Spaces
served ~ 525m Euro/a Operational Expenditure ~ 170m Euro/a Capital
Expenditure Space: 1,555,000 sqm Buildings: 455
Countries/Locations: 70/230 Opex: ~525m Euro GLOBAL TOTALS GERMANY
Space: 555,000 sqm Buildings: 100 Opex: 130m Euro APJ Space:
295,000 sqm Buildings: 85 Opex: 90m Euro ARIBA Global FM Space:
30,000 sqm Buildings: 25 Opex: 22m Euro AMERICAS Space: 380,000 sqm
Buildings: 115 Opex: 144m Euro EMEA Space: 295,000 sqm Buildings:
130 Opex: 141m Euro
5. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 6Internal What do Facilities do? They are the people that
keep the lights on and air conditioning working They sort out the
security badges, cleaning , catering etc. They are the people that
provide the world class infrastructure and real estate strategy to
enable our business to be successful
6. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 7Internal Facilities - The modern day Romans
7. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 8Internal GFM it will be a continuing journey GFM formed
GFM current state GFM future state
8. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 9Internal
9. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 10Internal FOUNDATIONS Business partnering BEHAVIOURS
Need to listen Solutions focused Find common ground What is our
value proposition? Be a strategist Pursue world class operational
excellence Focus the team on the principles of effective partnering
Celebrate success Foster innovation
10. People development - it is one of the most important things
we do as leaders
11. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 12Internal Business partnering enablers Real Estate
Cockpit Location Strategy Management Solutions book Annual and
quarterly reviews Facilities Newsletter Sustainability topic Formal
celebration of success First contact real estate process
presentation Right people right place Flexible real estate
Innovative workplace solutions
12. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 13Internal SAP Location Strategy Management Tool on
HANA
13. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 14Internal How we assess space performance SAP Real
Estate Cockpit Role based cockpit providing holistic view of
Building efficiency Enterprise Dashboard co-development based
Mobile enabled front end using HTML5 Seamless extension for
installed base RE-FX Design Thinking driven Customer Co-Innovation
with SIEMENS
14. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 15Internal GFM Solutions Book The GFM Solutions Book
showcases the many successful projects that Global Facility
Management has executed for SAP and provides better visibility and
knowledge transfer. The GFM Solutions Book offers an open exchange
of knowledge and expertise within Global Facility Management. GFM
projects and solutions will be collected and shared with all
regions and with the business. The GFM Solutions Book consists of
two components: GFM Solutions Book: Solutions Innovative solutions
and ways of working GFM Solutions Book: Projects Successful
projects with additional details Link: GFM Wiki
15. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 16Internal GFM Solutions Book: Ways of working focuses on
types of spaces organized in customer facing and employee facing
spaces highlights the possibilities for space design with lots of
bright colorful pictures
16. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 17Internal GFM Solutions Book: Projects Structured to
highlight complete projects Indexed by region and location The
individual projects contain pictures, capacity, square meter
Further project information (e.g. costs per sqm) is linked in the
project template
17. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 18Internal GFM Newsletter
18. RE PROJECT PROCESS GFM EMEA PROJECT TEAM 2014
19. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 20Internal Real Estate Project Process (GFM EMEA)
INITIATE Project Kick-off call DEFINE SCOPE / CONFIRM HC Prepare
Project Charter Request HC by Board Area (3 yrs.) Prepare Schedule
Discuss special needs CONFIRM SOR & STRATEGY Develop Strategy
HC Approval by Board Area LOB confirms Scope via SOR LOB confirms
Strategy / Objective REVIEW OPTIONS Engage RE Broker Develop Market
Strategy Review market survey / tour options Short List, RFP, Space
planning. ANALYSIS Review proposals Prepare Financial Analysis
Select Target Solution with LOB approval Prepare BC BC APPROVAL
Finalize BC and circulate for Approvals EXECUTE Finalize Lease /
Execute Commence Fit-out project BUILD & OCCUPY Perform works
Move Open for Business 9-16 months (time dependent on size) 3-4
weeks 2-3 weeks 3-5 weeks 2-4 weeks 3-5 weeks 2-3 weeks 3-9 months
Status Quo Option 1 Option 2 Option 3 Negotiations- LOB approval
step
20. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 21Internal Responsibilities GFM Sub Region Head Business
related issues Business case Budget approval Contracts (GPO and LOB
support) Real Estate Broker GFM Project Team Kick-off Building
approval (With JLL and LOB) SoR RFP (GPO Support) Space planning
Execution and delivery Budget control Project communication Real
Estate Broker Location and Building analysis First LL negotiation,
HoT (SRH and LOB approval) LOB - STAKEHOLDER HC Approval (Board
area) Strategy and SoR approval Choosing facility support and
approval BC approval Local communication
21. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 22Internal Summary of Lease Contract Lease Term Current
lease Lease Alternative 1 Lease Alternative 2 Lease Proposed Option
Access date 01.03.2014 01.03.2014 01.03.2014 Start date 01.05.2008
01.03.2014 01.03.2014 01.03.2014 Occupancy date 01.03.2014
01.03.2014 01.03.2014 End date 30.04.2014 28.02.2020 28.02.2020
28.02.2020 Term of lease (right to cancel after 4th year) 6 years 6
years 6 years 6 years Capacity Workplaces 1) 380 325 341 341
Squaremetres 6.500 5.500 5.700 5.500 Sqm/Workplace 17 17 17 16 Rent
Monthly rent per square metre - P&L impact 2) in EUR 11,85
12,88 15,48 13,24 Monthly rent per square metre - cash flow at
start date in EUR 13,48 10,75 12,90 11,17 Range of squaremetre
prices in EUR 10-16 10-16 10-16 10-16 Monthly service costs per
square metre in EUR 8,94 9,47 8,90 9,11 Yearly rent in EUR k 924
850 1.059 874 Yearly parking cost in EUR k 0 98 74 74 Yearly
service cost in EUR k 697 625 609 601 Yearly operating cost 3) in
EUR k 273 231 239 231 Yearly total cost in EUR k 1.895 1.804 1.981
1.780 Total rent and operating costs 4) in EUR k 11.368 11.242
12.316 11.103 Other lessee obligation in EUR k 520 420 420 Capital
expenditure in EUR k 1.726 1.064 1.154 One time costs in EUR k 677
677 677 Total Commitment in EUR k 11.368 14.165 14.477 13.354 1)
Final layout plan for new leases not yet finished, consequently,
final workplace numbers not yet defined 2) Including predefined
rental increase equally spread over lease term 3) Including
facility-related 3rd party expenses such as utilities 4) Including
increase of service costs of 2% p.a. and increase of operating cost
of 3% p.a. Subject to approval Currency exchange rate 1 EUR to 240
ISK
22. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 23Internal C. Why the Scope Of Requirement? The SoR
calculates our space requirement prior to undertaking a market
survey. The SoR enables us to check that we are consistently
applying the GFM Space Allocation Standards while at the same time
developing space that optimally meets the changing requirements of
our workforce The SoR provides a concrete framework for GFMs
discussion with the business units with respect to the layout and
size of new, and refurbished, space Note: for small workplace
requirements careful interpretation of the SoR is required
23. 2015 SAP SE or an SAP affiliate company. All rights
reserved. 24Internal THANK YOU "If everyone is moving forward
together, then success takes care of itself." - Henry Ford