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KPI Offering Users Guide - PDF

KPI Offering Users Guide
(Updated 03/07/2019)

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.

 

Sponsor Metrics

This is going to be your landing page. You will see overarching metrics about your portfolio’s financials at the top with bar charts of values by month. Below that is the NOI Actual vs Budget and a Map view showing your property locations. Then at the bottom of the view you will see the aggregates. The Property Level Metrics group property data by Property Type showing various metrics per unit. The Property Details aggregate property data by each individual Property Name showing various metrics including NOI Variance and Variance Percentage.

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Portfolio Comparison

This view allows you to compare all properties against each other by Revenue, Operating Expenses, and Non-Operating Expenses totals. The Portfolio Graph at the top is controlled by a drop-down menu that lets the user select a multitude of different views such as Actual, Budget, Variance, and by per Unit Basis. This gives the user quick insight as to which properties are their top performers and which need more attention. Below this is the Summary by Deal & Category which houses the same information as in the graph but in a table format for easy readability.

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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, the same property against two different time periods, or two different properties against two different time periods. This information is shown in a couple different ways. At the top is a bar graph that shows 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 that includes options such as EGI, OpEx, NOI, and per Unit Basis. Below this are those metric summaries broken out into Actual, Budget, Variance (amount and percentage), and Actual per Unit.

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There is an added ability to drill up or down into the date range by hovering over the month, quarter, or year and clicking the “- “or “+” box to merge that data together accordingly.

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P & L Details

This view 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 up into the Categories (Revenue, Operating Expenses, Non-Operating Expenses) hover over the “Category” header and click the “- “box. To drill down into your accounting Account Descriptions hover over the “Description” header and click the “+” box. There are filter options for the Category, IMS Descriptions, and Account Description as well.

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Asset One Pager

This view allows the user to see details about one individual property. The Attributes, Debt, and Equity sections are populated from IMS and the other items on the report pull from the Accounting System data received each month. The graphs at the top of the view show the different metrics totals with a corresponding line graphs for Actual against Budget over the date range selected. Below this the Physical and Economic Occupancy with the associated graph to the right. 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 Non-Operating Expenses.

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Portfolio Occupancy

This view displays Economic and Physical Occupancy at the portfolio level. This data is populated from what we receive from the monthly Rent Rolls. The charts in the middle have the Physical and Economic Occupancy broken out separately and overlaid on EGI as the grey bars. The Physical Occupancy percentage is shown below this as a table for each property and month in the Report Date range selected.

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Data Integrity

This view provides a colorized table to quickly identify what financial data (Actual or Budget) has been received from your accounting system. This allows the user to quickly identify any gaps that may be present at a single glance.

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Rent Roll Integrity

This view indicates the Rent Roll financial data that we receive on a reoccurring basis as a colorized table. This allows the user to quickly identify any gaps that may be present at a single glance.

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Filters

Using drop down menus on the left of each screen (left and right for Property Comparison), you can slice and dice your portfolio in different ways. Most views contain the same filters, with slight differences. Note the Asset One Pager will only have two filters at the top.

 

Property Name

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

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Property Type

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

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Sub Property Type

A multi-select drop down with the name of each Sub Property Type.

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Project Status

A multi-select drop down with the Project Status per IMS.

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Location

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

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Report Date

A text box range that allows you to enter in the start and end date.

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PM Firm

A multi-select drop down with the different Property Management Firms.

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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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Navigation

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

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KPI Calculations

The following calculations are used throughout the offering and can be referenced on the Index page in the Dashboard:

  • EGI (Effective Gross Income) = The sum of all revenue items across all properties in the portfolio
  • Operating Expenses = The sum of all operating expense line items in the portfolio (General & Administrative, Repairs & Maintenance, Advertising & Marketing, etc.)
  • Net Operating Income = EGI - Operating Expenses
  • EGI Per Unit = EGI / number of units
  • Operating Expense Per Unit = Operating Expenses / number of units
  • Net Operating Income Per Unit = NOI / Total number of units in portfolio
  • Physical Occupancy = Average of Occupancy across the portfolio. Occupancy is measured in either units or square feet, depending on preference
  • Economic Occupancy = SUM(Gross Potential Rent + Vacancy Loss + Concessions + Loss Gain to Lease + Model Unit(s) + Subsidy Income + Commercial Income + Commercial Vacancy + Percentage Rent + Bad Debt) / Gross Potential Rent

  

How to Download the Data

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 (recommend Landscape)
  3. Choose your content (recommend This Dashboard)
  4. Click Generate
  5. Click Download
  6. A PDF will be downloaded into 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 provides the Actual financial data that is received on a monthly basis at an Income Statement level with the ability to create an export for any report date range selected. This will be aggregated across all properties selected by the filters on the right-hand side.

Income Statement – All Properties

This view provides the Actual financial data that is received on a monthly basis at an Income Statement level with the ability to create an export for any report date range selected.  This will be for all properties broken out individually.

Budget

This view provides the Budget financial data that we receive at the beginning of the year at the Income Statement level with the ability to create an export for any report date range selected. This will be aggregated across all properties selected by the filters on the right-hand side.

Budget – All Properties

This view provides the Budget financial data that we receive at the beginning of the year at the Income Statement level with the ability to create an export for any report date range selected. This will be for all properties broken out individually.

Property Comparison

This view provides the Actual financial data that is received on a monthly basis at an Income Statement level accrued for any report date range selected. This will have all the properties listed at the top for easy comparability.

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 right-hand side.

Portfolio Financial Report

This view shows Actual, Budget, and Variance for all properties in the portfolio across the date range selected.

Unit Basis Report

This view shows each metric (EGI, Operating Expenses, NOI) on a per unit basis. This is shown across all properties for easy comparability.

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 (recommend Landscape)
  3. Choose your content (recommend This Dashboard)
  4. Click Generate
  5. Click Download
  6. A PDF will be downloaded into your browser’s download directory

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