Allocation Process

Objective

• This  is to process the end-to-end physical allocation of property purchased by the customer including land, dpc etc

Introduction

• The system has a process definition settings which allows customization of allocation process based on each company’s requirements, policies and procedures .
• Allocation process is activated automatically at full payment of a contract by the customer
• The end-to-end physical allocation process is driven by workflow approval routes which must be set up to reflect the company’s allocation process

Completed Contract Payments

• Once a contract is fully paid, it is listed under the Completed Contract Payment Listing
• Go to Real Estate >> Transaction >> Completed Contract Payment Listing
• The completed contract payment listing allows 3 options to each fully paid contract as follows
  • Allocation
  • 3rd Party Transfer
  • Customer Refunds
• The next action is based on the client’s instruction and preference

Client Preference

• Once the contract is fully paid, the first stage is to specify the client preference . The client must decide to get allocation at the first instance and make relevant decisions including construction mode, company-to-build, client-to-build, building type, builder , quantity under allocation etc
• This client preference transaction will normally be initiated by the Client Service Officer (CSO) that relates with the Client.
• The CSO clicks the Allocation button for the contract and the Client Briefing Screen opens
• CSO completes the relevant fields of the Client Briefing Screens and submit for processing
• Transaction follows the defined workflow approval route for the transaction

Allocation Process Stages

• The different physical allocation stages and processes are company specific.
• We can identify the different blocks as process stages or process blocs while the flow and sequence depends on the company.
• Not all the process blocks are relevant for a company.
• The critical point is for the company to define workflow approval routes based on its processes blocks .
• Examples of Available Process Blocks are
  • Fee-1 Process Block
    • Fee 1 relates to a set of similar fees in the same sequence for processing
    • Focus on workflows for managing the fees and levies regarding Fee-1 group of fees/levies .
    • Fee-1 policies, amounts are predefined in the system while the system auto manages it.
  • Drawings Process Block
    • Workflows for managing plan drawings and relevant documentation .
  • Indemnity Process Block
    • Workflows for managing legal indemnity process
  • Physical Allocation Process Block
    • Workflows for managing physical allocation process
  • Fee-2 Process Block
    • Fee 2 relates to a set of similar fees in the same sequence for processing
    • Focus on workflows for managing the fees and levies regarding Fee-2 group of fees/levies .
    • Fee-2 policies, amounts are predefined in the system while the system auto manages it.
  • Clearance Process Block
    • Workflows for managing clearance process
  • DPC Construction Process Block
    • Workflows for managing clearance process
• The company will need to identify process blocks that are relevant for them and define the sequence

Fee-1 Process Block

• The common fees that are in the Fee-1 group depending on each company includes allocation fees, development fees, infrastructure fees, DPC construction levies, etc
• Once the Client Briefing is finally approved based on defined workflows, system automatically issues fee debit notes against the customer based on the approved rates for each estate
• Once the minimum amount of the specified fee-1 group fees / levies are paid, the system moves to the next process block in sequence.

Allocation Process Block

• The system follows the defined workflows for physical allocation process for the company from end to end while every one required in process flow is in the defined workflows route
• Physical allocation process :
  • Go to Real Estate Property >> Transaction >> Completed Contract Payments >> Physical Allocation Process
  • All the available allocation process blocks are listed under the sub-menu of the allocation process as shown in the allocation image below
  • System automatically list each stage for relevant officers to initiate once the defined conditions are fulfilled in line with th company policies .