The Coordination Model
How every deal, document, milestone, and stakeholder moves through the RDS tenant-coordination workflow — one dashboard of truth from lease execution to Grand Opening.
From lease execution to Grand Opening
Every tenant space passes through a repeatable sequence of documents, approvals, milestones, and stakeholder hand-offs — tracked end-to-end in one unified model.
Entities
Property, Deal, Space, Tenant, Contact, Document, Milestone, and LLW records — all linked, all queryable.
Documents
Lease drafts, plan submittals, sign drawings, permits, and T&M tickets — each with its own lifecycle and approval trail.
Contacts
Every party — Tenant Coordinator, Leasing Agent, Attorney, TArch, TGC, Landlord PM — with role, responsibility, and reach-out log.
Milestones
FPE, EDD, Space Delivered, ECS, POD, RCD/FCD — each gated by documents and enforced by red-flag rules.
A single source of truth
Every space, every stage, every day — no more spreadsheet roulette.
Real-time deal status
Red-flag rules escalate FPE, ECS, and RCD risks the moment they slip.
Milestone accountability
Planned vs. actual on every gate, escalated to the responsible party.
Document traceability
Every draft, revision, and approval timestamped to the person and the deal.
Contact intelligence
Every reach-out, response, and next follow-up logged against the deal.
Core entities, one coordinated deal
Every tracked item ties back to a Deal, so a coordinator can pivot from a milestone slip to the responsible contact, the outstanding document, and the impacted tenant in one click.
Property
Mall / Center · Portfolio
Space
Unit # · GLA · Status · Existing Lease
Deal
Unit · SQ FT · Purpose · Status · Milestone
Tenant
DBA · Legal Entity · Account
Contact
Person · Role · Party · Reach-out log
Document
Lease · Plans · Sign Dwgs · Permits
Milestone
FPE · EDD · ECS · POD · RCD/FCD
LLW
Landlord Work · Scope · $ · Sign-off
Five phases, every hand-off
The stages every deal moves through — and the key documents produced along the way.
Every document, the same six-stage backbone
Whether it is a lease, a set of plans, or a sign drawing — every tracked document flows through the same states, timestamped at each transition so bottlenecks are visible immediately.
Requested
TC requests document from tenant / architect.
Draft Sent
Party submits the initial draft.
Under Review
TC + landlord ops review and mark up.
Returned
Comments issued: MIR, RES, or AAN.
Revised
Party resubmits; review repeats if needed.
Approved
AAN / FEX / Approved. Document locked & filed.
Approval Status Codes
Tracked Document Types
- Deal Sheet / SSLE
- Lease Draft (v1..vn)
- Redline / Comments
- Fully Executed Lease (FEX)
- Amendments / Riders
- Prelim Plans
- Final Plans
- Sign Drawings
- Storefront Elevation
- MEP / Fire Life-Safety Plans
- AAN / MIR / RES letters
- Permit Application
- Issued Permit
- Certificate of Occupancy
- Health-Dept Sign-off
- LLW Scope Sheet
- T&M / COR Tickets
- Site-Visit Reports
- Punch List
- POD / RCD-FCD Letter
Who does what, on every deal
Every contact carries a role and a party. Every activity has a Responsible, Accountable, Consulted, and Informed party — configurable per property and per deal type.
Contact Roster
Responsibility Matrix (default RACI)
Nine gates, one countdown to Grand Opening
Each milestone is a planned-vs-actual date on the deal. Red-flag rules fire automatically when a gate slips past its risk threshold, escalating to the responsible party.
Auto-Escalation Rules
Escalation Ladder
The fields captured on every deal
A field-level view of what the platform stores — every field maps directly to standard lease-management reporting so existing reports can be reproduced natively.
Deal & Space
- Deal DBA / Target DBA
- Deal Unit / Existing Lease Unit
- Deal SQ FT
- Deal Purpose (New/Reloc/Exp/Renew)
- Deal Status Category
- Current Milestone + Date
- Remodel Required Date
- Unit Status (V/VT/VO/O/N/C)
- Existing Lease DBA + End Date
- Buildout Period (days)
- Permitting Days
- Deal Action Code
Documents
- Final Plans Expected (FPE)
- Final Plans Received (FPR)
- Approval Status (AAN/MIR/RES/AST)
- Sign Drawing Received
- Sign Drawing Returned + Approved
- Lease Draft Version
- Fully Executed Lease (FEX)
- Permit Application #
- Permit Issue Date
- Certificate of Occupancy
- Health Dept Sign-off
Milestones
- Estimated Delivery Date (EDD)
- Space Delivered Date
- Expected Construction Start (ECS)
- Construction Started
- Projected Open Date (POD)
- RCD / FCD Indicator (R / F)
- RCD / FCD Date
- Grand Opening Date
- Days to Grand Opening (calc.)
LLW & Contacts
- LLW Y/N
- LLW $ In Deal
- LLW Scope
- LLW Sign-off Date
- Leasing Agent
- Attorney / Paralegal
- Tenant Coordinator (TC)
- Tenant PM, TArch, TGC
- Comments / Reach-out Log
- Last & Next Follow-up Dates
From kick-off to a live dashboard
Standard RDS onboarding runs four to six weeks from kick-off to a live coordinator dashboard.
Discovery
Confirm property scope, deal inventory, and existing reporting formats.
Data Model Setup
Load properties, deals, contacts, and historical documents into the platform.
Workflow Tailoring
Configure red-flag rules, escalation ladder, and RACI for the coordination team.
Dry-Run & Training
Coordinators run in parallel with existing tools and review dashboard views.
Go-Live
Platform becomes system of record. RDS begins weekly status calls.
What You Receive
Bring your next center online
A coordination platform built by operators with twenty-nine years of precision — tenant coordination, Dockmaster services, and grand opening logistics for regional shopping centers.
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