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SA · Property Management · Retail Portfolio

Operational
chaos
solved.

14 malls. R2.4B portfolio. 47 spreadsheets. Zero visibility. WebconstructGlobal changed all of that.

14Properties
R2.4BPortfolio
680+Tenants
120+Contractors
Before WebconstructGlobal
📊 Excel S47
📧 Email chains
💬 WhatsApp
📋 Paper reports
📊 BOQ v7_FINAL
📧 Snag emails
📁 Binder files
📊 Capex tracker
💬 Contractor WA
The Problem

Running on memory
and hope.

47
spreadsheets · no schema

No single source of truth.

Each of the 14 properties ran its own isolated Excel stack. Consolidating one question for group leadership took 3–5 days and 3 people. Data was stale before it arrived.

BOQ_HVAC_FINAL_v3_CORRECTED_USE_THIS_ONE.xlsx Standard practice.
Group Dashboard — Attempt to consolidate
Centurion
capex_Q3_v2_FINAL.xlsx
sla_oct_draft.xlsx
3–5 day lag
Menlyn Park
FM_report_USE_THIS.xlsx
contractor_log_new.xlsx
different columns
Sandton City
maintenance_log_v7.xls
budget_final_v4.xlsx
incompatible format
+ 11 more sites
···
···
no common schema
Group visibility: impossible without manual consolidation
BOQ-0142 · Cleaning 12,000m² GLA
Approved range
R48K R72K/mo
Alpine Clean R58,000/mo ✓ In range
Sparkle FM R65,000/mo ✓ In range
ProSweep SA R180,000/mo ⚠ +150% — no grounds to reject
22 variation orders on one contract — all accepted
R34M
capex overruns · one FY

Contractors wrote
their own scope.

BOQs had no standardised unit rates. The same cleaning scope was priced at R48K by one contractor and R180K by another — both valid responses to the same BOQ. With no mechanism to challenge VOs, contractors recouped margin through scope creep.

FY closed with R34M in unresolved capex variances where the approval chain couldn't be reconstructed.
43%
SLA compliance
3
lapsed fire certs

Compliance was paper-deep.

No contractor scorecard existed. SLA breaches were absorbed silently — management believed performance was "generally fine." Security patrols were signed off at the guardroom desk. Three properties had fire suppression certificates lapsed by up to 14 months, discovered only in a manual audit.

Reporting lag to group leadership: 3–4 weeks. Decisions were made on last month's data.
Contractor SLA — no tracking system
43% actual compliance 0% 100%
Fire suppression cert · Site 3 Lapsed 14 months
Security patrol log · Site 7 Signed at desk — unverifiable
Group reporting lag 3–4 weeks
Management view: "generally fine." Reality: 43%.
The Solution

Built for
this failure.

Not a generic FM platform. Every module mapped to a documented failure mode.

All 14 Properties — Live Now
PropertyIssuesSLACompliance
Centurion Mall4✓ All100%
Menlyn Park11⚠ 2 at risk100%
Eastgate SC23 !SLA breach94%
Sandton City7✓ All100%
+ 10 more sites···✓100%
Sync: All 14 sites · real-time
01

One schema.
14 sites. Live.

  • Common taxonomy — apples vs apples for the first time
  • Mobile-first field logging, not retrospective desk entry
  • 3 years of history normalised into performance baselines
  • Group leadership dashboard updates in real-time
02

340-item BOQ
library. Enforced.

  • Approved unit rate range per line item, validated against market data
  • Quotations auto-scored — deviations flagged before acceptance
  • Variation orders require documented justification + digital approval
  • Scope ambiguity eliminated — VOs can't be raised against clear scope
BOQ-0142 · Quotation Scoring
Alpine Clean R58,000/mo ✓ In range
Sparkle FM R65,000/mo ✓ In range
ProSweep SA R180,000/mo ⚠ +150% — flagged
VO #7 — Awaiting digital sign-off
Post-storm deep clean · R8,200 · GM approval required
SOP Compliance — Today 06:48
🔒Security patrol · Zone A–D05:42NFC ✓
🧹Opening clean · Food court06:15Geo ✓
🔥Fire panel inspection06:30Photo ✓
⚡Generator test · Basement07:00Due
Next cert expiry: Fire system · 47 days
03

SOPs executed.
Verified. Immutable.

  • NFC checkpoint sequences — patrols can't be signed off remotely
  • Geo-verified timestamps from the correct building zone
  • Inspections require photos + equipment readings, not signatures
  • Compliance certificates: automated 60/30/7-day expiry alerts
04 — 05

Contractors scored.
Capex tracked live.

  • 8 KPI dimensions per contractor — auto-escalation at 60% and 40%
  • Contractors see their own scores — no disputes about fairness
  • Invoice payment gated behind signed completion milestones
  • EFC modelling surfaces overrun risk before it materialises
Contractor Performance Scoring
Alpine Clean
88% Active
TechFix SA
54% Review
FastGuard
31% Flagged
HVAC Upgrade — Centurion · Live budget
Budget
R1.8M
Committed
R1.3M
Invoiced
R990K
EFC R1.74M · On budget ✓
12-Month Results

Measured.
No ambiguity.

0%
SLA compliance
↑ from 43%
Live
Reporting to group
↓ from 4 weeks
0%
VO reduction
↓ BOQ impact
0%
Cert coverage
↑ from 3 lapsed
R34M → R2.1M
Capex variance · FY/FY
↓ 94% reduction
0%
Admin time freed
↑ back to active FM
DimensionBeforeAfter WCG
Group reporting4 weeks staleReal-time
Contractor SLAsNot measuredLive 8-KPI scoring
BOQ processAd hoc340-item · enforced
SOP verificationPaper sign-offNFC · geo · photo
Capex lag6–8 weeksReal-time EFC
Cert trackingBinders, uncheckedAuto 60/30/7 alerts
Change ordersVerbalDigital · mandatory
Staff turnoverKnowledge walks outEverything in system
"
For the first time, I can sit in Johannesburg and know — right now — whether every cleaning zone in every mall was signed off this morning, which contractors are underperforming, and whether any capital project is at risk of overrunning. That is a completely different way of running a property business.
DM
Danie Meyer Group COO · Pinnacle Property Group · Johannesburg, SA
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Data Layer

Unified Data Layer

All your operational data — one schema, one source of truth, live across every site.

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Intelligence

Real-Time Intelligence

Live KPIs updating as events are captured on site.

91%
SLA Compliance
R1.74M
Capex EFC
Dashboards

Operational Dashboards

Group-level visibility across every site, contractor, and risk.

Site Overview Live
Centurion✓ 100%
Menlyn Park⚠ 94%
Eastgate SC✓ 100%
Sandton City⚡ Breach
Automation

Workflow Automation

Trigger → route → resolve. Zero manual intervention.

Trigger
Route
Resolve
SLA breach → FM manager notified
VO request → digital approval queued
Cert expiry → 7-day alert triggered
Predictive

Predictive Insights

Surface risk before it materialises. EFC modelling on every project.

Now Forecast →
Actual Forecast
Deployment

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Live within one week. Zero infrastructure required — cloud-native, mobile-first.

7days to live
0infra changes
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Scope
Configure
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Live
09:14 Data schema validated across 14 sites
09:22 Contractor scorecard templates applied
09:31▋ Deploying BOQ library — 340 line items...
--:-- Going live...
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