Project and Portfolio Quarterly Reporting
One of the most important functions of Portfolio Management is to convey the status of each project and the portfolio to the stakeholders. Two types of reports are produced each quarter: project-level reports that review each project individually and a portfolio-level report that aggregates all of the projects. Project-level reports are suitable for readers from the Housing Office to the Installation Commander and MAJCOM, while portfolio-level reports may be suitable for Air Staff and ESG stakeholders, as determined by the Air Force.
Throughout these reports, volumes of raw data captured through the data collection process are converted into easy-to-read charts and graphs that visually illustrate project and portfolio performance. The graphics are supplemented by a narrative highlighting the data's impact on the health of the program. Both the project-level and portfolio-level reports have three key sections: Operations and Maintenance, Development and Finance.
Project-level Reports
The project-level report is designed to provide a detailed review and analysis of the performance of a specific project. The analysis focuses on comparing performance to the following benchmarks: budget and pro forma (variances), previous periods (trends), and, where applicable, portfolio and industry standards. The report serves as a "report card" for the project's performance and details both challenges for the project and solutions to project issues. The project-level report also serves as detail to the portfolio-level report, providing a source of additional information for comments and observations made at the portfolio level.
The project-level report begins by providing a project map and basic information in a Key Data Sheet. The Key Data Sheet provides detailed data about the base, including the occupancy rate, average rent per unit, the project unit mix (new construction, renovation, no renovation required), total capital sources, scoring allocations, milestone dates and the key private parties to the transaction for that particular base or project. Sample pages of the report can be found below.
Operations and Maintenance
The project-level report's Operations and Maintenance section begins with a narrative highlighting asset specific issues that arose during the reporting period. The narrative is divided into four sections: Overview, Accomplishments, Challenges, and Lessons Learned (when applicable). The Operations and Maintenance section focuses on financial performance and operational issues such as occupancy and maintenance of the units.
Development
During and shortly after the construction phase of the project, the project's progress relative to the original Selected Plan is discussed. The purpose of reporting on development is to inform the reader how the project is progressing in terms of the achievement of scheduled development milestones and to detail the significance of and reasons behind any variances.
Finance
The final section of the Quarterly Report deals specifically with project-level financial performance. This section's components are purely financial, as opposed to operational. This information provides the reader with background into the project's financial structure, debt load, and equity commitment from the Project Owner, as well as ongoing Lockbox account activities. Information such as the Debt Coverage Ratio and Return on Equity provides more insight into the health of the project.
Portfolio-level Reports
The portfolio-level report is designed primarily to provide comparative base analysis and aggregate portfolio analysis in certain key areas. The report also serves as a quick reference for information at the portfolio level, such as total sources of capital, aggregate occupancy rates and aggregate Lockbox balances, among other information. As with the project-level report, the portfolio-level report begins by providing a project map and basic information in a Key Data Sheet.
The Key Data Sheet provides:
Information for each base and
Aggregate portfolio information such as occupancy rates, average rent per unit, the project unit mix (new construction, renovation, no renovation required), total capital sources, scoring allocations, milestone dates and the key private parties to the transaction.
Example Project Quarterly Report Scorecard and Overview Page
