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Property development Step plan

Administration per dwelling: EPC, certificates, deed and insurance per plot

Every dwelling in your project has its own administration: the EPC, the inspections and certificates, the cadastral data, the notarial deed and the insurance. In Lean every document is attached to the plot it belongs to, and for each dwelling you see what has come in and what is still missing.

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Why the administration of a dwelling takes so much

A project with forty dwellings has the same set of documents forty times, but each time with different content. The EPC of plot 12 is not that of plot 13. The inspection report of the electrical installation, the sewerage certificate, the post-intervention file: one per dwelling, drawn up by a different inspector or engineering firm.

These documents are needed at set moments: the EPC to put the dwelling up for sale, the inspection report at handover, the cadastral data for the deed at the notary. Whoever only finds out on the day of the deed that a certificate is missing has to move the appointment with the buyer.

With IRP in Lean ERP you record this administration as the steps of a process, with per step the documents that belong to it, at dwelling level. Below is an example of such a step plan. You can model your own processes in IRP.

Step plan: the administration of a dwelling

An example of the groups and the information that belongs to them. Every document is attached to the plot, the dwelling of one buyer, so it can be found again at the sale, the deed and the handover.

  1. Inspections and certificatesInspections and certificates show that the dwelling meets the legal rules on safety, environment and infrastructure. They are drawn up per dwelling and needed at handover and sale. This group includes the certificate of soil quality and any contamination, the sewerage inspection certificate of the dwelling, the inspection report of the electrical installation and the post-intervention file.
  2. Cadastral dataThe cadastral data describe the ownership, parcel, boundaries and any encumbrances of the dwelling. They are needed for the transfer of ownership. This group includes the cadastral data of each dwelling.
  3. Energy performance certificateThe EPC shows the energy performance of the dwelling and is needed for sale or rental. This group includes the energy performance certificate per dwelling.
  4. Notarial deed of saleThe deed officially records the transfer of ownership of the dwelling, with the parties, the price and the conditions. This group includes the notarial deed of sale per dwelling.
  5. Dwelling-specific drawingsThe drawings that differ from one dwelling to the next, often because the buyer makes their own choices. This group includes the technical drawing of the kitchen, the bathroom and the floor covering, the working drawings of the interior doors, the stairs and the made-to-measure cupboards or furniture, and the plan with the marked-out parcels. That last plan belongs to the subdivision, but is shown here with the dwelling.
  6. InsuranceThe insurance covers the dwelling and the parties involved during construction and at the transfer of ownership. This group includes the fire insurance of the dwelling, the construction insurance and the liability insurance.
  7. Utility connectionsUtility connections are requested per dwelling. This group includes the application for connection to the electricity grid.

See per plot which documents are in

In Lean the subdivision, its blocks and its plots form one structure. Open a plot and you see the documents of that dwelling: those that have come in and those still missing. A certificate that has not come in is shown as missing. Unknown is not in order.

Because a document is recorded once, at the right level, nobody has to search for it again. The cadastral plan of the subdivision is visible with the plot, the EPC of the plot stays with that one dwelling.

**Real screen from the demo environment**, with fictitious data. Per plot, which documents are in and which buyer choice is still missing. Click to enlarge.
Real screen from the demo environment, with fictitious data. Per plot, which documents are in and which buyer choice is still missing. Click to enlarge.

The buyer finds their documents in their buyer portal

A buyer regularly asks for their documents: the EPC, the drawings of their dwelling, the deed. In their own buyer portal they see their documents and their reports, each with its status. The portal shows data from the same file; nobody retypes anything.

You decide which documents the buyer sees. Internal documents stay internal. Who may view or add which document, including an inspector or engineering firm, is set up with you at the start. Read more about portals.

**Real screen from the demo environment**, with fictitious data. A buyer's portal, with their documents and reports and their status. Click to enlarge.
Real screen from the demo environment, with fictitious data. A buyer's portal, with their documents and reports and their status. Click to enlarge.

Frequently asked questions about the administration of a dwelling

Which documents belong to the administration of a dwelling?

Among others the inspections and certificates (soil, sewerage, electrical installation, post-intervention file), the EPC, the cadastral data, the notarial deed, the drawings specific to each dwelling and the insurance. In Lean you record them as steps of a process, at plot level.

How do you see per dwelling which certificate is still missing?

Per plot you see which documents have come in and which have not. What has not come in is shown as missing at the step where it is needed.

Does the buyer see their EPC and drawings?

In their buyer portal the buyer sees the documents you make visible to them, and their reports with their status. Which documents those are is set up with you at the start.

The complete step plan for property development

The administration per dwelling is one phase. Look at the other phases too, from preliminary study to after-sales service.

Property development step plan ›Construction phase execution ›Dwelling finishing ›Software for property development ›
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