Resources

Glossary

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Add-ons

A plug-in is an optional software component that extends existing software. It provides additional features such as interfaces, advanced tools (e.g., Project Clock from PROBIS), and specialized reports that can be activated. It is accessible within the project via the main menu ribbon under "Extras".

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Add-ons
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Traffic Light Function as a Quality Gate

A project management methodology for symbolically representing and evaluating project risks, utilizing a traffic light system. The classic color scheme of green for "on track," yellow for "attention required," and red for "critical" indicates the degree to which your project is exposed to risks.

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Traffic Light Function as a Quality Gate
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Change Management

Transparent tracking and management of deviations from a defined budget through structured change management processes (pre-recording of changes, review, budgeting, approval, and settlement of changes) to enable timely response to cost variations.

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Change Management
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Construction Scope

The budget values associated with a change order or additional cost claim that either increase or decrease the planned scope of work for the construction project.

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Construction Scope
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Construction Monitoring

Qualitative and quantitative collection and analysis of project data for lenders to systematically reduce financing and construction risks in real estate ventures. This is mapped in PROBIS with the finance module developed for monitoring.

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Construction Monitoring
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Construction Conditions

The budget values associated with a change order or additional cost claim that pertain to the 'construction schedule', 'quality specifications', or 'construction methodology'.

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Construction Conditions
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Benchmark

A standardized evaluation method used to determine project cost performance and compare it against specific key performance indicators (KPIs). These metrics are crucial for assessing and evaluating construction costs. PROBIS enables the comprehensive visualization of all relevant KPIs and benchmarks across projects and portfolios.

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Benchmark
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User Management

An integrated security mechanism is provided through the assignment of user rights. Data protection regulations and accountability necessitate that projects within the software are only accessible and editable by authorized personnel. Compliance with these requirements is ensured through controlled user management and a comprehensive, overarching user and permissions list.

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User Management
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CapEx Costs

The abbreviation CapEx stands for the business metric Capital Expenditures. This encompasses capital expenditures for buildings (Growth Capex) and capital expenditures for maintenance (Maintenance Capex) within a company.

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CapEx Costs
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Cash Flow Tool

A software module designed to illustrate the ratio of income to expenditures within a defined accounting period. The Cashflow tool in PROBIS enables comprehensive fund utilization and disbursement planning across multiple projects.

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Cash Flow Tool
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Cash flow

The ratio of income to expenses within a defined accounting period. In PROBIS, references to 'cash flow' or the 'cash flow tool' specifically denote fund utilization planning or fund outflow planning.

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Cash flow
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Condition Precedent (CP)

Condition Precedents are disbursement prerequisites stipulated in the loan agreement, representing the most critical contractual obligation for both the bank and the client under banking law. Operationally, CPs signify the actual inception of credit risk, requiring all credit conditions specified in the loan agreement to be satisfied by that time.

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Condition Precedent (CP)
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Dashboard

The dashboard functions as the cockpit for individual project analysis. Its graphical user interface, comprising various visual elements, is designed for data visualization from PROBIS and the management of third-party systems.

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Dashboard
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Developer Calculation

Simplified profitability calculation to assess a project's economic success at any time using key performance indicators. This includes a preliminary derivation of expected profits relative to the required investment for project developers. PROBIS features the 'calculate' module, which incorporates the developer calculation functionality.

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Developer Calculation
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Dimension

Dimensions or catalogs represent distinct structural elements or parameters used to categorize costs. They can be conceptualized as groups of independent variables, where the dependent variables in analyses would be the corresponding values, such as budget, contract value, or forecasts. Frequently utilized dimensions include cost groups based on DIN 276, standard service specifications, corporate entities, or building components, as well as contracts or contractors.

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Dimension
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Services

A service is an intangible asset where production and consumption occur simultaneously. As part of its service offering, PROBIS advises on the digitalization of cost management and guides clients in structuring and optimizing their cost processes.

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Services
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Equity

Funds contributed by the client to the project, which, unlike the company's external debt, are provided for an indefinite period.

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Equity
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Revenue Control

Monitor the financial inflows a company receives from the sale or lease of properties and land. Individual management of cost data for rent, purchase, special requests, sales, and counterclaims, including profit forecasts and tracking.

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Revenue Control
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Data Export

Transfer and conversion of data from PROBIS to another program or format. For instance, all data can be exported to Excel.

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Data Export
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Proof of Equity

Confirmation of equity contribution to the real estate financing credit institution. The proof of equity demonstrates the amount of proprietary funds invested by the developer (client) in a project. This proof of equity primarily comprises a list of invoices paid with equity, bank statements, or securities account statements.

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Proof of Equity
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Debt Capital

Capital that, in contrast to a legal entity's equity, is provided by its creditors on a temporary and repayable basis. Primarily, this refers to debt capital loans provided by a bank to a client.

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Debt Capital
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Update

Increase or decrease of a budget. This is established as an additional budget pool within PROBIS and can be further categorized in reports as 'registered' and 'approved' for distinct presentation.

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Update
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GAK phase

The land acquisition phase, during which early-stage project development costs are externally financed by a real estate lending institution.

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GAK phase
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Main Contract

Contracted services as per the bill of quantities, excluding change orders.

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Main Contract
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Importer

A tool for transferring data from a third-party system or data source into PROBIS. Numerous import functionalities enable the automated import of extensive data from AVA, Excel, and CSV using the import function.

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Importer
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Real Estate Controlling

Track one or more properties based on individual attributes and dimensions. This allows for the analysis of a single property's CAPEX or OPEX, as well as an entire portfolio. From initial cost planning to property commissioning, real estate controlling with the PROBIS 'control' module encompasses budget management, contract management, change order management, risk management, procurement processes, billing processes, scheduling, cash flow planning, reporting, and forecasting for multiple projects.

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Real Estate Controlling
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Cost Report

A report providing insights into various financial statuses, detailing costs by different dimensions (e.g., cost groups, orders, titles, building components) within a consistent structure (budget values, order values, billing values, forecasts).

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Cost Report
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Cost Elements

Component-oriented descriptions for determining elements from quantities and services for cost estimation based on DIN 276. This represents the smallest unit for budget planning and entry. The sum of all cost elements forms a cost estimate or update. Synonym: Budget elements.

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Cost Elements
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Cost Forecasting

Determination of costs at project completion.

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Cost Forecasting
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Cost Management

A management process that specifically analyzes and controls costs within a company to reduce them effectively. This includes data migration, consulting, process mapping, interfaces, quantity surveying, and reporting.

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Cost Management
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Cost Management

An entrepreneurial management system, whose core functions encompass the planning, control, and monitoring of all business units. From initial cost planning to property commissioning, the PROBIS control module facilitates comprehensive budget management, contract administration, change order management, risk management, procurement processes, billing procedures, scheduling, cash flow forecasting, reporting, and multi-project prognoses.

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Cost Management
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Liquidity Planning

Liquidity planning offers a clear timeline, detailing when and which financial resources are required to fund project development. PROBIS facilitates this liquidity planning through its dedicated Cash Flow module.

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Liquidity Planning
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Loan to Value (LTV)

This metric describes the ratio of a loan to the market value of a property. LTV indicates the loan amount obtainable relative to the property's value. It is the percentage metric used by financiers to assess creditworthiness and approve financing. Calculation: Loan to Value = (Loan Volume / Market Value of Property) x 100.

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Loan to Value (LTV)
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Master Data

This refers to data containing overarching fundamental information about operationally relevant entities. Master data allows for the import, management, and configuration of cross-project data, forming the basis for multi-project analysis. This function is accessible within the multi-project view, located in the main ribbon under "Edit".

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Master Data
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Mezzanine Capital

A collective term for financing instruments that, in their legal and economic structure, represent a hybrid of equity and debt. Typically, in this classic form, economic or balance sheet equity is provided to a company without granting the capital providers voting rights, influence, or residual claims akin to those of true shareholders.

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Mezzanine Capital
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Multi-project View

A procedural framework for the management and visualization of multiple individual projects, presented as a graphical user interface immediately upon login. This enables a rapid project overview through comprehensive multi-project reporting, displaying project development and leveraging a project status indicator.

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Multi-project View
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Notification of Additional Costs

Mandatory notification of additional costs for supplementary construction services. This involves the contractor submitting a claim for additional costs to the client, as stipulated by the contract. This feature is seamlessly integrated into PROBIS's 'control' module through its contract management functionalities.

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Notification of Additional Costs
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Disbursement Planning

The ratio of income to expenses within a defined accounting period. In PROBIS, 'fund outflow planning' refers to cash flow planning executed with the Multi Cash Flow module.

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Disbursement Planning
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Change Order

A post-contractual amendment to a construction agreement, initiated after the original contract signing. This refers to a contractor's claim for compensation for construction services that deviate from the agreed scope of work, requested or necessitated only after the construction contract has been executed. This functionality is integrated into PROBIS's 'control' module through contract management.

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Change Order
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Change Order Provisioning

A reserve for anticipated change orders to the original main contract, representing a provision for subsequent contractual amendments.

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Change Order Provisioning
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OpEx Costs

Operational Expenditures are operating costs incurred during ongoing business operations, for example, for raw materials, personnel costs, energy costs, and wages.

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OpEx Costs
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Project Clock

A project management tool for the digital analysis of key project metrics. It provides a graphical representation of payment, construction, contract award, planning, and marketing progress on a monthly basis. The PROBIS finance module incorporates the 'project clock' for the digital execution of construction monitoring.

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Project Clock
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Project Attributes

Classification of a construction project based on various overarching attributes. Attributes can include, for example, fit-out standard, region, asset class, quality, or responsible party. Within PROBIS, all projects can be segmented by attributes and dimensions.

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Project Attributes
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Process Mapping Software

A project management methodology for systematically describing, visualizing, and analyzing processes with software. PROBIS supports the development of efficient digital processes and workflows across all projects. This includes defining and planning the functions of a business unit and its resources, assigning responsibilities for project execution, and establishing standards for completing these digital business processes.

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Process Mapping Software
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Real Estate Project Finance

Project finance encompasses the cost management of project expenses and revenues. It covers all processes related to project finance, from the financing structure (equity, debt; mezzanine) to budget and contract structures, through to final settlement.

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Real Estate Project Finance
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Project Controlling Software

Software designed for the comprehensive tracking of single or multiple projects, encompassing the core functions of planning, steering, and control across all project domains. From initial cost planning to the commissioning of a property, the PROBIS Control module for project controlling covers budget management, contract management, change order management, risk management, procurement processes, billing processes, scheduling, cash flow planning, reporting, and forecasting for multiple projects.

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Project Controlling Software
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Quantity Surveyor

A professional role originating from Great Britain, describing the activity or profession of an individual who estimates the costs required for a construction project, including materials and labor. This 'quantity surveyor' is a construction professional with expert knowledge of construction costs and construction contracts. 

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Quantity Surveyor
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Quantity surveying

A professional role focused on the determination of quantities and volumes for a construction measure. This is essential for compiling target-actual quantities and costs within a construction cost calculation. Originally, these quantity surveyors were referred to as Chartered Surveyors. This service can be provided by PROBIS.

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Quantity surveying
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Reserve

A reserve is a provision established within a contract to mitigate expected or unforeseen events. This reserve can be utilized to offset events that increase the forecast (e.g., the commissioning of a change order). See also provision for change orders.

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Reserve
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Risk Management

A project management methodology designed to mitigate corporate risks through their systematic identification, analysis, quantification, assessment, and evaluation. The PROBIS risk module enables customized assessment of project risks based on probability of occurrence and impact level (individualized risk matrix), complemented by simulations such as Monte Carlo analysis. Ongoing monitoring is facilitated through tailored risk reporting.

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Risk Management
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Final Invoice Sheet

Specifically within the PROBIS program, RSB refers to the calculation rule of an order, which defines how the payment value of an invoice is determined. The RSB includes all information regarding discounts, retentions, and securities.

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Final Invoice Sheet
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Invoice Verification Process

Presentation of a structured invoice processing flow as a digital process, encompassing all workflows. Provides a central overview of all data within the invoice verification workflow, extending to the final invoice. Achieves time savings through automated invoice processing workstreams, facilitated by the integration of third-party systems with construction cost controlling.

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Invoice Verification Process
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Real estate project reporting

Customized reporting for the real estate industry. Real-time analysis of project data status and cost comparison against planned budgets. Support in structuring comprehensive and insightful reporting. PROBIS delivers cross-project statistics and reports, including cash flow, forecasts, or a consolidated cost overview, as individualized reports. Key Performance Indicators (KPIs) are processed and presented effectively for controlling and project oversight.

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Real estate project reporting
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Interface

Facilitating data exchange across diverse processes and systems. This defines the interface within an IT architecture that enables seamless data transfer and processing between its various components.

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Interface
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Project Controlling

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Field of Application
Significance of "Dashboard"
Typical Functions and Features
Enterprise and Project Management
Central User Interface for Visualizing KPIs, Business Metrics, and Project Status
Real-time monitoring, data visualization, project control, reporting
IT and Software Development
Overview of System States, Server Status, and Technical Metrics
Monitoring, Alerting, Performance Analysis, Error Detection
Marketing and Sales
Visualization of campaign successes, sales figures, and reach
Analysis of Marketing KPIs, Lead Tracking, Conversion Rate Monitoring
Finance and Controlling
Presentation of financial key figures, contribution margins, and budget overview.
Monitoring of Cash Flow, Costs, Profit Margins, Financial Planning
Healthcare Sector
Display of patient data, treatment progress, and resources
Patient Monitoring, Capacity Planning, Quality Control
Production and Manufacturing
Visualization of production key figures, capacity utilization, and plant effectiveness
Production Monitoring, Quality Control, Process Optimization
Geographic Information Systems (GIS)
Combination of maps and data visualizations for event monitoring
Map View, Event Monitoring, Trend Analysis