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KPI Offering Users Guide

Sponsor Metrics Dashboard

Part of the IMS Key Property Insights Offering, the Property Insights Dashboard, provides views into the financial data uploaded from your accounting system.  This guide will discuss the views included within the offering, the Filters that can be applied to the portfolio, and how to navigate between the views.

Views

There are many views available allowing you to drill into your portfolio to understand what is being performed and why with an increasing level of data granularity. In any of the dashboards that contain a timeline, the user has the ability to drill up and down by hovering over the date header and selecting either + or - . This allows the fields to be aggregated monthly, quarterly, and yearly.

Example:

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Sponsor Metrics

This is the landing page. Overarching metrics about the portfolio’s financials are located at the top with bar charts of values by month labeling the minimum and maximum for each metric. Below, is the NOI Actual vs Budget and a Map view showing each property location. At the bottom of the view, is the Property Details outlining the property data by each individual property showing various metrics including NOI Variance and Variance Percentage. There are two Click to Filter options incorporated on the NOI by Property and Property Details sections, here the user has the ability to select a property and the entire dashboard will adjust to the selection.

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Asset One Pager

This view allows the user to see details about an individual or group of properties. The top of the view shows different metric totals with the corresponding line graphs for Actual against Budget over the date range selected. Following this are the Attributes, Debt, and Equity sections that aggregate the values where applicable. For the text fields that are unable to be aggregated, the number of selections will populate with the added ability to hover over the text to view all varieties. At the bottom of the sheet is a statement view for each month specified in the date range selected showing Actual, Budget, and Variance by each Category of Revenue, Operating Expenses, and Net Operating Income.

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Property Comparison

This view gives the user the flexibility to compare either two different properties against each other for the same time period or the same property against two different time periods. The top bar graphs show Actual vs Budget with the Budget as the Orange line and Actual as the Blue bar (Dark Blue is over Budget and Light Blue is under Budget). This is controlled by a drop-down menu above the legend on the top right-hand side that includes options such as EGI, OpEx, NOI, and per unit for each. Below this are the metric summaries broken out into Actual, Budget, and Variance (amount and percentage). The top graphs have a click to filter interaction ability where by clicking on a single bar (or multiple by holding the Ctrl key), that month will be filtered down to the measures below.

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Period Analysis

This dashboard gives the user the option to view a Month over Month or Quarter over Quarter NOI portfolio performance. This is controlled by a drop-down menu on the top right-hand corner titled Analysis Comparison. The Select Date box directly to the left allows the user to pick the date on which they want to compare against. The header values show the Monthly/Quarterly (whichever is selected) current NOI, Year to Date (YTD) NOI, and the Physical Occupancy for that period. Below each of these is an indicator that represents how the previous period compared to the current period. Following is the Period NOI Analysis bar graph that visually shows how the property performed on the current period against that of the current period Budget, prior period Actual, and current period last year Actual. Towards the bottom of the sheet is Property NOI Variance where you have the interaction ability to click to filter any of the properties. Next to each property you have the variance from the prior period as well as the prior year, and visually the variance against the Budget.

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Expense Report

This dashboard gives the user the option to view a Month over Month or Quarter over Quarter Operating Expenses at the portfolio or property level. This is controlled by a drop-down menu on the top right-hand corner titled Analysis Comparison. The Select Date box directly to the left allows the user to pick the date on which they want to compare against. The header values show the Monthly/Quarterly (whichever is selected) Actual, Budget, Variance, and the percent of Budget accrued for that period. Following is the Period Comparison bar graph that visually shows how the property performed on the current period against that of the current period Budget, prior period Actual, and current period last year Actual. To the right is a Year to Date (YTD) Budget Remaining visual indicator that shows Operating Expenses accrued against the projected Budget and the percentage remaining in the center. Towards the bottom of the sheet is Expense Details where you have the interaction ability to click to filter any of the Expense Categories. Next to each category you have the Actual, Budget, Variance, and visually the Percent of Budget accrued with the ability to drill up or down by category/description to see the actual accounting descriptions.

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Portfolio Financials

This dashboard is going to comprise of three different views to compare your portfolio financials. The first filter option Select View, allows the user to flip between the different options: P & L Table, Bar Chart, and Heat Map.

Portfolio Financials: P & L Table

This sheet allows the user to see their Property Actuals and Budget data at a more granular level. This view gives the user the ability to drill up or down by category/description. From the default view, to drill down into the Account Descriptions, hover over the Category header and click + . To drill back up into your Category hover over the Category header and click - . The values are colored red for negative and black for positive as shown in the legend.

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Portfolio Financials: Bar Chart

This sheet allows the user to compare all properties against each other by the different filters provided. The Measure filter lets the user select different views such as Actual, Budget, and Variance. The Metric filter lets the user select which total such as EGI, OpEx, and NOI. The bars are colored by the range of values that auto adjusts to what is currently populated as shown in the legend. The user has the additional ability to drill up into segments if this is utilized by hovering over the header and clicking - (an example is shown on the Heat Map sheet).

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Portfolio Financials: Heat Map

This sheet allows the user to compare all properties against each other by the different filters provided. The Measure filter lets the user select different views such as Actual, Budget, and Variance. The Metric filter lets the user select which total such as EGI, OpEx, and NOI. The bars are colored by the range of values that auto adjusts to what is currently populated as shown in the legend. The user has the additional ability to drill up into segments if this is utilized by hovering over the header and clicking  - and similarly to reverse the action by clicking + .

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Data Integrity

This dashboard is going to comprise of two different views that contain colorized tables to quickly identify what financial data has been received. The first filter option Data View, allows the user to flip between the different options: Actual / Budget and Rent Roll.

Actual / Budget – Rent Roll

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 Filters

Using drop down menus on the top of each screen (below graph for Property Comparison), you can slice and dice your portfolio in different ways. Most views contain the same filters, with slight differences.

 

Property

A multi-select drop down with the name of each property. 

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Type

A multi-select drop down with the name of each property type.

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Location

A multi-select drop down with the city and state location.

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Segment

A multi-select drop down that can be used to indicate groups of properties in your portfolio.

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PM Firm

A multi-select drop down with the different property management firms.

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Actual / Per Unit

A single-select drop down that changes the dashboard values to populate as actual or as the calculation of the actual divided by the number of units or square feet per property. The default view is actual.

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Date Range

A text box range that allows you to enter in the start and end date for the data aggregation duration. The default is set to a trailing 12 months starting at the last month.

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Status

A multi-select drop down with the project status per IMS. The default view is set to Active.

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Navigation

To move around the application to the different views there is a Jump to View drop down menu in the top right corner of IMS that takes you directly to each dashboard.

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KPI Calculations

The following calculations are used throughout the offering:

  • Effective Gross Income (EGI) = The sum of all revenue items across all properties in the portfolio
  • Operating Expenses (OpEx) = The sum of all operating expense line items in the portfolio
  • Net Operating Income (NOI) = Effective Gross Income - Operating Expenses
  • Per Unit = Metric / total number of units (or square feet)
  • Physical Occupancy = Average of occupancy percentage
  • Economic Occupancy = SUM (Gross Potential Rent + Vacancy Loss + Concessions + Loss Gain to Lease + Model Units + Subsidy Income + Commercial Income + Commercial Vacancy + Percentage Rent + Bad Debt) / Gross Potential Rent

How to Download the Dashboards

Follow these steps to access the PDF view for the reports:

  1. Click the Download button on the top right
  2. Choose your layout size (Landscape recommend)
  3. Click Generate
  4. Click Download
  5. A PDF will be downloaded onto your browser’s download directory

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Income Statements Dashboard

Part of the IMS Key Property Insights Offering, the Income Statements Dashboard provides a standardized view into the financial data uploaded from your accounting system. This guide will discuss the views included within the offering and how to download the reports.

Income Statement

This view allows you view a couple different standard reports by selecting the Income Statement Type drop down menu with options that include: Actual statement, Budget statement, Variance between the Actual and Budget statement, and a Per Unit or square feet report for all. Default view aggregates all properties together, but by hovering over the headers a negative/plus sign box will appear that will allow the user to drill up and down into the segments and individual properties as well as the account codes if that level of detail is wanted.

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Property Comparison

This view allows you compare properties by listing them at the top of the sheet and having the different line items on the side. You can compare your properties in a couple different ways by selecting the Income Statement Type drop down menu with options that include: Actual statement, Budget statement, Variance between the Actual and Budget statement, and a Per Unit or square feet report for all. This will be aggregated for the date range selected.

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To compare Segments, the user has the ability to drill up and down by hovering over the header to which a minus/plus sign box will appear. This will aggregate the data for those properties that are in that Segment.

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Budget Comparison

This view provides Actual versus Budget metrics for Month to Date, Quarter to Date, and Year to Date. This will be aggregated across all properties selected by the filters on the left-hand side.

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Portfolio Financial Report

This is a comparison view that allows the user to compare the properties on the left-hand side along with the Metric totals for Actual, Budget, Variance, and Variance Percentage. The Metric totals options include: EGI, OpEx, NOI, Non OpEx, and Per Unit or square feet for all.

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Rent Roll

This view shows each property and its Physical Occupancy that is received from the Rent Rolls each month.

CoA Mapping

This view is the Chart of Account mapping that we perform internally. This allows the user to see how we are categorizing the various account codes and descriptions that are sent from the accounting systems.

 

How to Download the Data as an Excel file

Follow these steps to access the Excel view for the reports:

  1. Click the Export button on the top right
  2. Click the Download button
  3. A CSV file will be downloaded into your browser’s download directory

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How to Download the Data as a PDF

Follow these steps to access the PDF view for the reports:

  1. Click the Print button on the top right
  2. Choose your layout size (Landscape recommended)
  3. Click Generate
  4. Click Download
  5. A PDF will be downloaded into your browser’s download directory

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