Client Snapshot
Industry:
Real Estate Investment Management (Open-Ended Mutual Fund)
Location:
Ontario, Canada
Portfolio:
$301M NAV | $554M AUM
Asset Type:
Purpose-Built Student Accommodation, Multifamily Housing, Micro-Units
Key Highlights
Automation Scope:
Debt Summary, Rent Roll Comparison, NOI Variance, KPI Dashboard
Systems Integrated:
Entrata + Yardi into a unified reporting layer
Decision Support:
Real-time dashboarding with 12-month KPI visibility
Impact:
Reduced manual effort and errors; scalable framework for new properties
Client Background
The client is an Ontario-based open-ended mutual fund focused on real estate investments, acquiring high-quality rental housing through impact-driven partnerships. With a portfolio of $301M NAV and $554M AUM across PBSA, multifamily housing, and micro-units, the firm required reliable, repeatable reporting to support asset management decision-making and portfolio oversight.
As portfolio complexity grew, the client’s reporting processes across debt schedules, rent roll validation, and NOI variance analysis remained highly manual and fragmented across systems. OHI modernized the reporting operating model by consolidating data flows and automating core asset management outputs to improve speed, accuracy, and usability.
Business Challenge
Manual reporting and system inconsistencies limited visibility, slowed decision-making, and increased error risk.
Data Integration Across Systems
Entrata and Yardi data required harmonization and account mapping to create a unified view of property and financial metrics.
Historical Data Handling for Comparisons
The client needed reliable storage and retrieval of prior-period rent and debt records to support trend analysis and rent change comparisons.
Model Consistency Across Outputs
Multiple models (debt, rent roll, KPIs, meeting templates) needed standardized structures to prevent breaks when inputs changed.
Automating Large, Dynamic Datasets
Automation had to handle large property datasets and dynamic updates while preserving accuracy and minimizing manual intervention.
Manual reporting across multiple systems created recurring friction each month. Inconsistent structures and limited historical tracking increased error risk and slowed portfolio-level visibility. The client needed a unified, repeatable framework to improve accuracy and decision-making.
OHI's Approach & Solution
Discovery and Reporting Redesign
- Assessed existing asset management reporting workflows and key outputs
- Defined standardized data structures and inputs to support repeatable refresh cycles
- Established a unified operating model for month-to-month updates and governance
Data Consolidation and Integration
- Built an integrated data layer combining Entrata and Yardi data
- Implemented mapping logic to standardize accounts and reporting structures
- Enabled consistent downstream reporting across models and dashboards
Automation Buildout Using Excel and Power Query
- Automated core reporting models to eliminate manual updates and reduce error risk
- Implemented refresh-ready frameworks designed for monthly and historical comparisons
- Introduced standardized input formats to ensure stable outputs as data changes
Controls, Testing, and Scalability
- Tested automation outputs to validate accuracy and reconcile variances
- Built scalable model structures to accommodate new properties and expanded datasets
- Ensured models could be updated without breaking reporting dependencies
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| Debt Summary Updates | Manual updates and fragmented schedules | Automated updates with centralized inputs | Faster updates, higher accuracy |
| Rent Roll Comparison | Manual reconciliation across systems | Automated aggregation and slicing by month | Lower error risk, better visibility |
| KPI Visibility | Limited portfolio-level insights | 12-month KPI dashboard with portfolio roll-up | Improved decision support |
| Historical Comparisons | Prior-period tracking inconsistent | Framework to store and compare historical metrics | Trend analysis enabled |
| Data Consistency | Inconsistent models and outputs | Standardized templates across reporting | Stable, repeatable reporting |
| Scalability | High effort to add properties or update models | Scalable automation for new properties and updates | Easier expansion |
OHI delivered a unified, automation-led asset management reporting framework that reduced manual effort, improved data accuracy, enabled historical comparisons, and provided real-time portfolio insights. The solution was designed to scale as the client adds properties and expands reporting requirements.
“OHI transformed our asset management reporting by automating core models and consolidating data across systems. We gained reliable, real-time visibility and significantly reduced manual effort.”
Asset Management Team
Ontario-Based Open-Ended Mutual Fund
Modernize asset management reporting with automation and portfolio-level visibility
Reduce manual effort, improve data accuracy, and enable faster decision-making with standardized reporting frameworks.
