AI-Enhanced Lease Management System

Project Overview The McMurray Group aims to develop a comprehensive lease renewal tracking system to optimize the management of over 50 property leases. This project will leverage AI, SharePoint, Microsoft Excel, Power Automate, and other relevant technologies to create a solution similar to Leasecake, but tailored to the organization's specific needs and budget constraints. Key Objectives Digitize existing lease documents Create a centralized data repository Implement automated workflows for lease management Develop AI-powered lease analysis tools Establish a user-friendly interface for easy access and management System Components 1. Document Digitization and Storage Utilize SharePoint for document storage and management Implement OCR technology to convert physical documents to digital format Organize documents in a structured manner within SharePoint libraries 2. Centralized Data Sheet Create a master Excel spreadsheet integrated with SharePoint Include fields for property details, lease terms, critical dates, and financial information Utilize Power Query for data cleansing and transformation 3. Automated Workflows Develop Power Automate flows for: Lease renewal notifications Document updates and version control Approval processes for renewals and amendments 4. AI-Powered Lease Analysis (Cakebot-like functionality) Implement Azure Cognitive Services or similar AI tools to: Extract key information from lease documents Analyze lease terms and conditions Generate summaries of critical clauses 5. Reporting and Analytics Create Power BI dashboards for visualizing lease data Develop custom reports for rent schedules, expiration dates, and financial analysis 6. User Interface Design a SharePoint-based interface for easy access to: Location data Lease documents Critical dates and events Rent schedules AI-generated insights Specific Features to Implement Location Data Management Centralized repository for all property information Easy search and filter capabilities Dates & Events Tracking Automated calendar for lease renewals, rent changes, and expirations Customizable reminders and notifications Rent Schedules Automated generation of rent reports Expense tracking and budget optimization tools Critical Clause Analysis AI-powered extraction and summarization of key lease clauses Quick access to important lease terms Document Management Centralized storage for all lease-related documents Version control and audit trail AI Assistant Natural language processing for lease-related queries Automated lease abstraction and analysis Reporting and Analytics Custom report generation for individual or multiple locations Financial analysis tools (e.g., rent-to-revenue analysis) Notification System Multi-channel alerts (email, mobile app, in-system) Customizable notification preferences Tenant Improvement Tracking Log and monitor investments in property improvements Link improvements to lease terms and negotiations Cost Verification Tools to verify landlord charges and prevent overpayments Historical cost tracking and analysis Implementation Approach Phase 1: Set up SharePoint environment and digitize existing documents Phase 2: Develop centralized data sheet and basic reporting Phase 3: Implement automated workflows and notifications Phase 4: Integrate AI capabilities for lease analysis and querying Phase 5: Develop user interface and advanced analytics Phase 6: Testing, refinement, and user training Technology Stack Microsoft SharePoint Microsoft Excel Microsoft Power Automate Microsoft Power BI Azure Cognitive Services (or similar AI tools) OCR technology (e.g., Azure Form Recognizer)

HR Data Analysis Automation

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Meeting System Implementation for Okanagan Good Food Company

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