Mission Federal Credit Union

Manual Lease Administration Across 30 Branches

Managing 30 branch locations with standalone ATM sites meant every lease carried its own contractual obligations — rent, expansion and renewal options, Common Area Maintenance (CAM) expense calculations, annual CAM reconciliations, and landlord notices. Every critical clause was tracked manually across spreadsheets and a hard-copy filing system. Accounts Payable data for monthly landlord payments was transmitted via spreadsheet email and re-entered by hand into the Banktel AP software — a process that created real risk of manual entry errors and consumed significant time for both the Lease Administration group and the AP team.

No Centralized Visitor & Vendor Tracking

Visitors and service vendors moved in and out of all 30 branch locations, many of which required access to secured areas within the bank. Without a centralized badging process, there was no reliable way to confirm entry and exit, or to maintain a data log of who had been granted access — a responsibility better suited to a dedicated Facilities Security team than to individual branch managers.

Every lease read in its entirety. Every visitor logged.

Collectiveview's Lease & Visitor Badge Modules

Collectiveview's IWMS software suite addressed both challenges through its lease management and work order/visitor badge modules. The Collectiveview implementation team read each branch lease in its entirety, cross-referencing every clause against the manual spreadsheets for accuracy and continuity. Leases were abstracted for critical dates, rent schedule escalations, and CAM expenses; PDF versions of leases, amendments, landlord letters, and CAM reconciliations were uploaded to the lease digital library. Payment schedules to landlords were input directly, and a Banktel data link was created to print monthly rent and CAM payments automatically.

On the visitor badge side, Collectiveview built a web interface with a step-by-step wizard for front-line staff to enter the critical data for every visit — branch location, visitor name and company, Mission Fed point of contact, check-in/check-out date, and description of visit. Once complete, a badge could be printed on the spot and a work order automatically added to the queue. Facility Security gained full oversight of every visitor entering any branch, while local branch managers retained control of check-in and check-out at their own location.

Quantified Annual Savings = $3,539 per Year for the Lease Module

Prior to Collectiveview's lease module, how many hours were spent managing rent roll and landlord payments on a weekly or monthly basis?
Lease Administrator: Anywhere from 3–5 hours a month with all the correct information on hand — more if landlord research was required.
Estimated at an Assistant Facilities Manager rate (~$27.88/hr), that's a monthly savings of 5 hours, or $1,673 per year.

How many hours were spent inputting rents into the accounting software?
Accounts Payable: The AP team's process involved entering each line item from the rent roll spreadsheet, creating a journal entry, routing for approval, then generating, printing, and stuffing checks — 5–10 hours overall depending on approver schedules and follow-up.
Estimated at an Accounts Payable Representative rate (~$20.73/hr), that's a monthly savings of 10 hours, or $1,866 per year.

Outcome: Security of Bank Personnel and Protection of Credit Union Assets

Prior to the centralized visitor badge/work order module, how many visitors were entering branch locations without prior notice or approval?
There was no way to quantify visitor volume without contacting every branch manager individually. Vendors routinely entered multiple branches to perform work orders — billing for time and materials — with no record of check-in or check-out.

How did Mission Fed protect branches when vendors needed access to sensitive equipment or secured locations?
A bank employee had to personally verify and escort each vendor to and from the location — pulling that employee off their own work and adding time to every vendor visit that required multiple trips for tools, parts, or materials.

Salaries and hourly wages are estimates based on similar positions within the facilities management and accounting industries. Annual savings are estimates for illustrative purposes only.