MJOP creation
One of our housing associations wanted to improve the reliability and predictability of the Multi-Year Maintenance Budgets (MJOBs). In the situation at the time, unexpected maintenance costs regularly arose because maintenance had not been planned or financially included in a timely manner. This entailed risks for both the clients real estate and the Owners' Associations (VvEs) for which our client held responsibilities.
To improve this, an MJOB Handbook was developed within the existing MJOB project. This handbook was intended to ensure clear, uniform, and secured agreements regarding the entire MJOB process. The goal was for all involved employees to work according to the same method and for choices, processes, and responsibilities to be explicitly documented.
The handbook focuses on:
Updating and managing MJOBs;
The budgeting process for the complexes and Owners' Associations;
The structure and content of MJOBs;
Roles, responsibilities, and governance;
Use of data, systems, and the “source of truth”;
Quality assurance, monitoring, and KPI management;
Collaboration, communication, and professional client management;
Benchmarking, sustainability, and continuous improvement.
In addition, existing documents, such as the project protocol, RASCI processes, and reference files, were consolidated within a single central structure.
Various departments and stakeholders were involved in the development of the handbook, including Finance, Control, Real Estate Management, Contract Management, Asset Management, and external partners. Systems such as Vastware, Empire, TwinQ, and Data Asset also played an important role.
The approach consisted of multiple phases:
determining the starting point and refining themes;
gathering input via documentation, interviews, and workshops;
drafting a concept handbook;
testing feasibility and incorporating feedback;
final adoption and implementation, including communication and management.
The ultimate goal was a standardized, transparent, and learning MJOB process that enabled the client to better manage maintenance, costs, quality, and collaboration