Government Property Portal guides

The homepage displays a set of dashboards. This video shows how you can customise the view of your homepage through the use of favourites, and navigate the available dashboards.

Homepage and dashboards video

The lease console in GPP (the Government Property Portal) is where you can view and manage all aspects of a lease. This video covers the navigation of the console. For more information on adding a new lease, refer to the video titled ‘Adding a new lease’

Lease console video

When adding a new lease, you will have to record some of the details of your lease, eg lease terms, costs, headcount, area m2 and much more. You can then manage and report on your leased and owned property portfolio.

How to add a new lease

• On the homepage, click on Lease Portfolio Console in the Portfolio bucket.
• To add a new lease, click the Add New button, to the right of the Select Lease page.
• To search for the Building or Land record the lease is associated with, click on the ellipses (three dots) that appears when you hover over the field. Find your Building or Land record from the list, then click the box next to the record and click Save Selected.
• Enter the lease information. Each lease must be linked to either a Building or a Land record (not both).

NOTE: You can only enter either a Lease Code or Building Code. If you enter both, you’ll get an error message. Any fields marked with an asterisk (*) need to be filled out for the record to be saved.

The following fields are mandatory:

• Lease Code: this must be a unique code up to 16 characters. We recommend the following naming convention if you do not already have one within your agency.
  
  • For Buildings use Pxxxx-000. The xxxx is a four digit number that matches the building code and 000 is the agency acronym (eg P0398-PMCOE for B000398).
  • For Land use Lxxxx-000. The xxxx is a four digit number that matches the land code and 000 is the agency acronym (eg L1791-PMCOE for L001791).
  • If there are multiple leases for a building or land record, add -01, -02, etc to the lease code.
• Lease Start: the date the current lease term starts.
• Final Expiry: the total of years calculated from the Lease Expiry, Renewal Frequency, and Renewal Term Years fields
• Agency: the acronym for your agency

Other information to enter

We recommend filling out as much information as possible to create a complete and useful record.

• Lease Term: how many years in the term of the lease.
• Lease Expiry: the date the current lease term ends.
• Renewal Frequency: how many current renewals you have for this lease.
• Renewal Term Years: how long each renewal is for.
• Future Terms: the length of time you plan to occupy the location of the lease.
• Review Date: the date your lease will be reviewed.
• Date Move In: the date the Agency first moved into the location.
• Next Rent Review Type: how rent reviews are determined. Choose one of the types displayed.
• Ratchet Clause: refers to the types and method of any rent increase. This is specified with your lease contract.
• Lease Type: choose one of the types displayed.
• Lease Signed: automatically populates as ‘Yes’. If you are creating a proposed lease, you can choose ‘No’.
• Space Used: choose one of the options displayed to show how your agency is occupying the space.
• Landlord Name: the landlord’s name. You can enter a name manually or search using the ellipse button in blue that will appear when you hover over the field.
• Tenant Name: the agency’s full name (not the acronym). You can enter a name manually or search using the ellipse button in blue that will appear when you hover over the field.
• Parent lease: only applicable if the new lease is a sublease.
• Govt Reference Code: used to reference any internal coding convention.
• Comments: add any extra information you wish to capture against this lease.

NOTE: If Building or Land information doesn’t autofill within the Building Code or Land Code fields, this means it does not exist. You’ll need to submit a request for a new location to be added to your agency. Our team will create the entry for you and email you once it’s available.

Government Property Portal

Options are time-sensitive reminders that you can use to manage your leases. We recommend that you create alerts through Options for Rent Review, Right of Renewal and Final Expiry for each of your leases.

How to add an Option

• Once you’re in your lease, click on the Option tab in the top ribbon.
• If you want to edit an existing Option, click on it and the Edit Option box will open. Click Save to save your edits.
• If you want to add a new Option, click Add New. The Add Option box will open and you can fill in the information as required.

Option Expires field

• Red: within 30 days of expiry of the option
• Yellow: 90 – 30 days from expiry of the option
• Green: 180 – 90 days from expiry of the option

Information to enter when adding an Option

• Option Code: this must be a unique code up to 16 characters
• Option Type: select from the options that best describes your situation
• Date Exercising Applicable: enter the date of when the option is due to commence
• Date Option Expires: this field must be filled in to generate an alert for this event
• Date Exercised: enter the date when the option actually started
• Date to Review: enter the date when your option will be reviewed

Use the ‘Recurring Cost’ tab to enter a record of costs such as rent, utility bills, and operating expenses relating to a lease you manage.

How to add a recurring cost

• Once you’re in your lease, click on the Recurring Costs tab in the ribbon at the top of the screen.
• If you want to edit an existing cost, click on it and the Edit Recurring Cost box will open. Click Save to save your edits.
• If you want to add a new cost, click Add New. The Add Recurring Cost box will open and you can enter any new costs.

NOTE: Annual floor rent, carpark rent and Opex costs must be entered as separate recurring costs. This is to make sure we’re able to calculate the right rental numbers in the General Information.

Information to enter when adding a recurring cost

• Start and End dates: the floor rent and carpark rent costs should have a start and end date corresponding to lease dates such as the Initial Lease term or the next Rent Review date.
• Rent Review date: this field allows you to capture the rent where you have more frequent increases/decreases of rent costs within the timeframe of the Initial Lease term.

For other costs such Opex to Landlord, Utilities and Energy costs, they should have start and end dates corresponding to financial years.

• Cost Category: select from the options that best describes your cost.

NOTE: Carparks that are leased as part of the building lease should be recorded as a recurring cost separately, and then linked to a Carpark group to ensure costs are divided equally. If the carpark cost is included within the Floor Rent, you should only create a Carpark group to capture the ‘No. Carparks’ being leased.

• Amount – Expense: the full cost obligation to your landlord.
• Amount – Income: the income you receive from subleasing your space. Income should only be populated within a Sublease lease.
• Period: you can capture your costs based over a yearly, monthly, or quarterly period. All costs are apportioned and rolled up annually regardless of the period selected.
• Cost Dates Match Lease: this allows you to have your Lease Start and Lease Final Expiry to automatically populate the Recurring Cost Start Date and End Date fields.
• Active: should be set to ‘Yes’ for your current active costs, historical and future recurring costs should be set to ‘No’.
• Current Agreed Cost: should be set to ‘Yes’ for your current active costs. This will ensure the current costs are included in the calculation displayed on the General Lease Information section and within the Groups tab. All Historical and Future recurring costs should be set to ‘No’.

Recording other cost categories (other than floor, carpark rent and Opex)

• Cost Categories can be defined within the Cost Administration module.
• As default, cost categories for carpark rent, floor rent, energy, Opex and utilities have been created.

Use the Groups tab to record the types of space within the agency such as office, non-office and public interface. You can also enter Manual Area m², number of carparks, Workpoints and Headcount.

How to create a new Group

• Once you’re in your lease, click on the Groups tab.
• If you want to edit an existing Group, select it and the Edit Group box will open. Click Save to save your edits.
• If you want to add a new Group, click Add New. The Add Group box will open, and you can fill in the information as required.
• Enter the information and select Save.

Information to enter when adding a Group

• Building Code: this field is autocompleted.
• Floor Code: is a mandatory field. Use ’TBC‘ if no other floor code is available.
• Manual Area m²: the exact area of the floor in square meters (m²). This information must be accurate to calculate a total figure within the Lease Area m² field located in the General Lease Information section.
• Number of carparks: how many carparks the building you’re leasing has. This field is only to be filled in when creating a ’Carpark‘ Group.
• Fit for Purpose: whether or not the space is fit for purpose (right for the kind of work being done there).
• Fit for Purpose Comments: add comments about your selection in the Fit for Purpose field (Yes, No, or Under review).
• Number of Workstations: the number of workstations for undertaking desk-based activities and can either be assigned, or unassigned (eg flexible working environment).
• Number of Workpoints: the number of areas where office-based activities can take place, such as workstations, collaboration spaces, quiet focus areas or meeting rooms.
• Agency: the acronym of the agency. This field is autocompleted.
• Fitout Fixtures and Fittings: choose one of the options from the dropdown to indicate what is included in the lease (eg just the buildings, or are there extras like furniture, carpet, partitions, etc.).
• Description: enter any additional information you wish to capture regarding this Group.
• Std. Group Code: select from the options available that best fits how your space is used. For Office accommodation use the ‘Office’ codes, for operational use you can select a code that best fits your activity. You can also capture ‘Carpark’, ‘Subleased’ and ‘Vacant’ space, with ‘NONOFFDFT’ to allow the capture off non-office space outside of the Std. Group Codes provided. If you don’t select Group Std. Code from the dropdown list then the system won’t be able to proportion the areas and link them with appropriate costs. This will result in areas not being included in KPI calculations. This information is displayed on the Home Page. If you’re subleasing a portion of your area you must record this information using the Std. Group Code Subleased. This will remove the subtenants data from your GPG reporting, and provide more accurate occupancy information for your agency.
• Financial Year: this makes sure the information entered within the Groups form relates to the most current financial year. If you leave the Financial Year field blank, the costs will not apportioned to the associated groups and the information will not roll up into the General Lease Information section. To find a Group created with no Financial Year you will need to scroll through the list of Groups within the Groups tab as these will be located at the bottom.
• Lease Code: this field is prepopulated.
• Headcount: the number of personnel whose primary places of work are within the net office area.

NOTE: Land leases do not have Groups.

Use the Communication Logs tab to document written correspondence and verbal communication on a building or lease you manage, or to edit existing information.

Typical logs might include legal letters, tenants’ complaints, notes about conversations, phone calls, e-mails, and scans of documents.

How to add a Communication Log

• Once you’re in your lease, click on the Communications tab.
• Click Add New. This will open the Add New form where you can create a new communications record.
• Click Edit if you just want to update communication details.

NOTE: You need to save any additions or edits to upload documents properly. Once documents have been uploaded, you can view them using View Document (to the left on the record). You can only upload one file at a time.

Use the Planning tab to document your agency’s intended actions as they relate to the property. This includes anything that needs to be added, changed or removed from the portfolio in order to efficiently support workforce expectations and delivery of long-term goals.

• Once you’re in your lease, click on the Planning tab.
• Click Add New to open the Add New form where you can create a new planning record.
• Click Edit if you just want to update planning details.
• Any fields marked with an asterisk (*) must be filled out. Remember, it’s useful to include as much information as possible.

NOTE: You need to save any additions or edits to upload documents properly. Once documents have been uploaded, you can view them using View Document (to the left on the record). You can only upload one file at a time.

Use the Documents, Clauses and Amendments tabs to upload any documents associated with your leases such as lease agreements, signatures of tenants and landlords, clauses to the deed and any amendments, etc.Use the Documents, Clauses and Amendments tabs to upload any documents associated with your leases such as lease agreements, signatures of tenants and landlords, clauses to the deed and any amendments, etc.

How to add a new document, clause or amendment

• Once you’re in your lease, click on the Document, Clause or Amendment tab.
• Click the Add New button, next to the XLS button in the ribbon. This will open the Add New form.
• Populate the information and select Save.
• If you want to edit an existing record, click on the document, clause or amendment you require within the related tab, update as required and click Save.
• In the Document field, click Upload a document. Choose the file you want to upload from your downloads or desktop. Then click Save.

NOTE: You need to save the form to upload documents properly. Once documents have been uploaded, you can view them using View Document (to the left on the record). Images (.jpg, .jpeg, .png) will be shown in the image viewer. To save the image displayed, use the browser function by right-clicking on the image and clicking Save picture as.

Use the Contacts tab to view, edit, and add any contacts linked to a building, land, or lease.

How to add a contact

• In the left side Menu panel, select Lease Administration, then select the Background Data option. This will allow you to then select Define Contacts.
• Click the Add New button in the top ribbon. This will open the Add New form.
• Enter the information and click Save.

Information to enter when creating a Contact

• Contact Code: we recommend the naming convention of [Last Name] [First Name] example being [DOEJOHN].
• Contact Type: select from the options available that describes your contact.
• Contact Status: defaults to Current
• Company: click on the ellipses (three dots) that appears when you hover over the field. Find your Company record from the list, then click the box next to the record and click Save Selected.

Assign a contact to a lease

• On the GPP homepage, click on Lease Portfolio Console in the Portfolio bucket.
• Open the required lease.
• Click the Contacts tab in the bottom ribbon.
• Click Assign.
• A contacts search box will appear where you can see all contacts.
• Find your contact from the list, then click the box next to the record and click Save Selected.

A sublease should be created if, as the lead tenant, you are renting a portion of your leased area. 

Note: if you are the subleasing tenant, you’re required to record a standard lease.

How to create subleases

• On the GPP homepage, click on Lease Portfolio Console in the Portfolio bucket.
• To add a new sublease, click the Add New button, to the right of the Select Lease page.
• To search for the Building or Land record the lease is associated with, click on the ellipses (three dots) that appear when you hover over the field. Find your Building or Land record from the list, then click the box next to the record and click Save Selected.
• Enter the lease information. Each lease must be linked to either a Building or a Land record (not both).

Information to enter when creating a Sublease

• Landlord/Tenant: select the LANDLORD option.
• Lease/Sublease: select Sublease in the dropdown menu, this will make the Parent Lease field accessible.
• Parent Lease: click the ellipses button that appears when you hover the field and choose the right lease code from the list.
• Lease Type: if you are subleasing or co-locating with another agency select the Memorandum of Understanding (MOU) option otherwise select the lease type applicable to the sublease.

Enter the rest of the information for the lease. Fields marked with an asterisk (*) must be filled out.

Creating Groups on a sublease

Groups created on a sublease must have the Standard Group Code selected as ‘Subleased’ and should align with the sublease group created within your head lease.

Creating Recurring Costs on a sublease

Your Recurring Cost should be recorded as Income within a sublease lease. This will allow you to report on your income received from subleased locations.

When buildings are first created, a conceptual floor known as a To Be Confirmed (TBC), is created. If you have multiple floors in the building or space you lease, you can create additional floor levels so you can designate groups to different floors.

How to create additional floors

• On the GPP homepage, select Define Rooms in the Portfolio bucket.
• Find your building by entering its code in the Building Code field. If you don’t know the code, click on the ellipses (three dots) button that appears when you hover over the field and choose the right code from the list.
• Click Show at the top right corner of the page.
• Click on the triangle icon next to No Site to the left of the screen. This will show you the floor codes listed for that building.
• Click Building Code or Name. If you don’t see the level you’re looking for, click the Add New button in the ribbon to add the floor you want.
• Select Floor from the dropdown list. This will open and a new form.
• Enter the Floor Code and the Floor Name. Try to stick to a naming convention for clarity and consistency. (eg B for Basement, LG for Lower Ground, L01 for Level 1 and so forth.)
• Once you’ve entered this information, click Save. Now you can see the new Floor Code under the building, and you can choose it when you’re adding a Floor Code to a Group within your lease.

Use Notional Leases when your agency owns the building. Notional Leases are important because:

• Areas recorded in Notional Leases are included in the calculation of the total footprint and density (so without them, the total will be incorrect).
• They help to report an agency’s full portfolio, including owned properties.

Subleases can be created against Notional Leases for any areas within an owned building that are leased to other parties.

How to create a Notional Lease

• On the GPP homepage, click on Lease Portfolio Console in the Portfolio bucket.
• To add a new lease, click the Add New button, to the right of the Select Lease page.
• To search for the Building or Land record the lease is associated with, click on the ellipses (three dots) that appear when you hover over the field. Find your Building or Land record from the list, then click the box next to the record and click Save Selected.
• Enter the lease information. Each lease must be linked to either a Building or a Land record (not both).

NOTE: If Building or Land information doesn’t autofill within the Building Code or Land Code fields, this means it doesn’t exist. You’ll need to submit a request for a new location to be added to your agency. Our team will create the entry for you and email you once it is available. 

Government Property Portal

Information to enter when creating a Notional Lease

• Lease Start: the date the building was purchased
• Lease Term: indefinite
• Lease Expiry and Renewal Frequency fields: N/A
• Final Expiry: this is a mandatory field, you can enter a future date (eg 99 years from today).
• Next Rent Review Type: other
• Ratchet Clause: unknown
• Landlord Name and Tenant Name: agency name
• Landlord/Tenant: landlord
• Lease Type: notional
• Lease Signed: yes

In the Planning Tab, ensure the Intended Tenure field is updated.

• Intended Tenure: long (longer than 9 years)
• Next Planning Review Date: enter a future date 99 years from now

NOTE: Use Groups to record the different areas within the building, including Headcount and Workstations. Recurring Costs can also be used to record the Opex to Landlord, Utility costs, and Energy costs.