Systems, Processes and Procedures form the basis of ODPM's assured service delivery and demonstrate the firms Service quality, commitment and professionalism. Some examples are as follows:
Corporate Program System
- ODPM define and undertake a pre-agreed timetable which sets out the dates when we will undertake all critical corporate activities for each client during each financial year. This timetable is reliable and ensures each client management company operates in compliance with Company law.
- This timetable also ensures draft budgets are prepared and circulated for each clients review and approval in advance of the financial year, the service charges are billed out in a timely manner and the annual independent audit process is undertaken followed promptly by the members annual General Meeting (AGM).
- ODPM completes the programme when the clients company returns are filed with the Companies Registration Office (CRO) in compliance with Company Law.
- ODPM's Corporate Programme recommences then for each and every subsequent year.
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Client Reporting Systems
- ODPM undertake a reliable programme of Reporting which includes quarterly meetings with our client boards and committee at which we present Comprehensive Management Reports and Financial Reports.
- This practise ensures that our clients review and direct all business areas comprehensively with us.
- ODPM’s quarterly financial packs include an income and expenditure account against budget, balance sheet, accrual and prepayment schedules, debtors listing and bank reconciliations, everything you could possibly need to be satisfied that your financials are safe.
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Financial Systems
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ODPM's investment in QUBE Property Management System, the leading UK property management financial system provides exceptional control, analysis and full audit trail of our client’s income, expenditure and bank funds.
- This powerful property software system unrivaled in Ireland ensures proper management of our client’s money, budgets, and service charges.
- This system facilitates quarterly reporting that gives our client’s the comfort and peace of mind that their monies are collected, secure and properly managed in accordance with best practice and accounting standards.
- Our trained and professionally qualified financial staff ensures the accurate and proper recording of expenditure in each development and liaison with the property manager to provide quality reporting.
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Building Management Systems
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ODPM’S investment in information technology includes the design and development of a highly effective and integrated Building Management System (BMS).
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This software keeps precise digital records of all our clients building service activities, documents, and correspondences, and serves as a behind-the-scenes assistant, compiling work schedules, organizing information and printing out service reports.
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Action logs of site activities are our property managers invaluable day to day tool
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The Logs serve to ensure maintenance records and building history are accessible and retrievable.
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Building Inspection Systems
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ODPM undertake regular documented site visits and inspections which are designed for our Property Managers to supervise and confirm contractor services are delivered as contracted
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Seeing things and fixing them before they are reported is part of ODPM's proactive approach which is an integral part of our service.
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The usual frequency of these documented and recorded visits is monthly and all observations and defects found are recorded and logged onto ODPM's Building Management System (BMS) within 24 hours for action and immediate attendance.
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Planned Preventative Maintenance Systems
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ODPM operate Planned Preventative Maintenance programmes for each site which ensure that all services are identified and contracted in advance.
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This process also ensures the services are fairly priced, that adequate funds are available within the budget to provide the services, and a high degree of contractor supervision is maintained during the performance of works.
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In Professional Property management proactive planned preventative Maintenance ensures consistency of service standards and saves money in the longer term.
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