User Scenarios

Use Case: Portfolio Manager – Client Request

The Portfolio Manager reports a $100,000 decrease in aged receivables quarter over quarter. The CFO reports collections on aged receivables of $80,000. The President asks for an explanation for the $20,000 variance.

Top Data Challenges

Data is pulled from different sources with different definitions and reporting dates

Reconciliation is required to clarify the reporting variances (the Portfolio Manager reported the simple change in the balances, the CFO reported only collections and excluded $20,000 in bad debt write-offs)

Lack of visibility into the components (definitions) of the reports.

• Implemented Refined Data’s Compliance Management Solution for uniform reporting standards.
• Utilized Refined Data’s Key Performance Metrics for detailed tracking and customizable views of receivables.
• Integrated financial data across systems using Refined Data, streamlining information flow.
• Enabled proactive management with Refined Data’s alert system for variances in receivables.

Use Case: Portfolio Manager – Client Request

A client preparing for an Investment Committee meeting urgently requires sustainability data for their portfolio, which different Operational teams manage across several geographical areas. The Portfolio Manager receives a request to provide this data within three hours.

Top Data Challenges

The portfolio is divided into several geographical areas, each with its own Operational teams.

The operational teams are responsible for delivering the sustainability programs.

Data provided by the Operational teams is outdated (employee absence or role vacancy)
The reporting dates are inconsistent.

Once the data is obtained some of the results are trending below expectations.

• Use Refined Data’s Compliance Management Solution to capture sustainability metrics as they are delivered and to validate that timely reporting has occurred.
• Use Refined Data’s Data Integration Solution to ease the operational reporting burden by re-purposing existing data/metrics from preferred systems.
• Use Refined Data’s KPM Solution to provide on-going, easy review of each asset’s sustainability performance.
• Leverage Refined Data’s KPM solution to alert Portfolio Managers of under (and over) performing assets.

Use Case: Portfolio Manager – Client Request

A major retailer announces bankruptcy protection. The Portfolio Manager receives calls from numerous clients asking about their exposure. In their haste to obtain critical information, clients also request the same information from the Asset Managers directly. The bankruptcy will take several months, and clients will require ongoing reporting and support.

Top Data Challenges

Data (property, receivables) sits in different systems (finance, leasing, spreadsheets).

The individual operational teams with different reporting mandates manage spreadsheet data for current receivables.

Leasing data on co-tenancies resides in team folders are not accessible by the Portfolio Manager.

• Use Refined Data’s Compliance Management Solution to track the bankruptcy process and ensure timely, ongoing, and proactive reporting to the clients.  Provide Portfolio and Asset Management with alerts when activities warrant.
• Use Refined Data’s Compliance Management Solution to track receivables through the bankruptcy process.  Set up an alert to receive notifications when receivables change.
• Use Refined Data’s Attributes Solution (Leases) to identify properties impacted by the bankruptcy and possible co-tenancy implications.

Use Case: Portfolio Manager – Client Request

A client advises the Portfolio Manager of a potential new business opportunity to manage a residential portfolio currently managed by a competitor. To be on the preferred vendor list, the client asks the Portfolio Manager for a summary of the company’s residential experience for properties in Ontario with more than 150 suites (number of properties, location, size, years of experience, property certifications, occupancy rates, key employees (experience and licenses).

Top Data Challenges

Data resides across different systems (enterprise financial and human resources).

Employee licensing information is not up to date.

• Use Refined Data’s Compliance Management Solution to ensure employee data is current.
• Use Refined Data’s Compliance Management Solution to track receivables through the bankruptcy process.  Set up an alert to receive notifications when receivables change.
• Use Refined Data’s Data Integration Solution to ease the Human Resources reporting burden by re-purposing existing data/metrics from their preferred systems.

Use Case: Portfolio Manager – Client Meeting

A roof needs to be replaced next year and the Portfolio Manager meets with the client to discuss the unscheduled replacement. The recent 10-year project plan identified the requirement to replace the roof, but not for another five years.   The Client is concerned about the effectiveness of the roof inspection process and why recent maintenance activities did not uncover the roof issue. They are concerned about other hidden problems requiring a significant capital injection.

Top Data Challenges

Inspection reports reside in the Operation’s document management system, and the inspection process frequency is not visible.

Portfolio Management does not have access to the work order system.

The building condition report, available on the shared document management system, is five years old. Operations failed to post the most current version.

The Portfolio Manager cannot access the outline of the bidding process or the preferred vendor list.

• Use Refined Data’s Compliance Management Solution to ensure the inspection and building condition report protocols are adhered to.
• Use Refined Data’s KPM Solution to provide ongoing reporting of work orders and highlight unusual costs.
• Use Refined Data’s Data Integration Solution to ease the Operations reporting burden by re-purposing existing data/metrics from their preferred systems.
• Use Refined Data’s Compliance Management Solution to manage the bidding process.

Use Case: Portfolio Manager – Board Request

The new Portfolio Manager meets with the Board to obtain approval for the current year’s budget. A board member raises a concern about the budgeted cash flow tied to the purchase of a retail mall four years ago. The board member is uneasy that the budget is out of line with the acquisition proforma, leading to concerns about the valuation associated with the original acquisition price.

Top Data Challenges

Data resides across different systems (valuation, enterprise financial, spreadsheets, document management).

The data is not available in a format that compares the acquisition pro forma and original acquisition value.

• Use Refined Data’s Compliance Management Solution to provide visibility into the acquisition process and original expectations.
• Use Refined Data’s KPM Solution to validate current budget results for the original acquisition proforma and the current valuation of the original acquisition price.
• Use Refined Data’s Data Integration Solution to re-purpose data from the preferred systems of Valuations, Finance and Operations.