mariourquia Monthly Property Operating Review
Workflow purpose
Produce a single monthly review pack that covers the property's operating performance end to end: occupancy, revenue, collections, delinquency, leasing funnel, renewal, turn pipeline, maintenance, and variance to budget. Feeds the PM's monthly conversation with regional and AM.
Trigger conditions
- Explicit: "monthly property scorecard", "monthly operating review", "March review for Ashford Park".
- Implicit: calendar month close; AM requests monthly pack.
- Recurring: monthly per property.
Inputs (required / optional)
| Input | Type | Required | Notes |
|---|---|---|---|
| T12 and current-month GL | table | required | |
| Rent roll snapshot | table | required | |
| Funnel inputs | table | required | via workflows/lead_to_lease_funnel_review |
| Delinquency inputs | table | required | via workflows/delinquency_collections |
| Turn pipeline inputs | table | required | via workflows/unit_turn_make_ready |
| WO log | table | required | via workflows/work_order_triage + vendor_dispatch_sla_review |
| Budget and reforecast | table | required | |
| Target bands | derived | required |
Outputs
| Output | Type | Shape |
|---|---|---|
| Property scorecard | kpi_review |
all primary KPIs with bands |
| Narrative memo | memo |
drivers, variances, actions |
| Variance table | kpi_review |
revenue_variance_to_budget, expense_variance_to_budget |
| Action list | checklist |
owners, due dates, gates |
| Owner / AM submission draft | operating_review |
Required context
Asset_class, segment, form_factor, lifecycle_stage, management_mode, market.
Process
- Pull core KPIs. Compute every metric in
metrics_usedat the property grain as of month close. - Band check. Compare each KPI against overlay band; color-code within / below / above.
- Invoke child workflows for narrative context:
workflows/lead_to_lease_funnel_reviewfor leasing summary.workflows/delinquency_collectionsfor aging and gates.workflows/unit_turn_make_readyfor turn pipeline.workflows/vendor_dispatch_sla_reviewfor vendor SLA flags.
- Variance analysis. Revenue and expense variance to budget + to reforecast. Material lines flagged per overlay.
- Controllable opex review.
controllable_opex_per_unittrend;payroll_per_unit,rm_per_unit,utilities_per_unitcheck. - Action list. Each action names an owner, due date, and approval gate if any.
- Owner / AM submission. Compose per template; surface any
approval_requestalready open from child workflows. - Confidence banner. Reference
as_of_dateandstatustags.
Metrics used
See frontmatter metrics_used.
Reference files used
reference/derived/role_kpi_targets.csvreference/normalized/market_rents__{market}_mf.csvreference/normalized/concession_benchmarks__{market}_mf.csvreference/normalized/collections_benchmarks__{region}_mf.csvreference/normalized/approval_threshold_defaults.csv
Escalation points
- Material variance to budget or reforecast: PM -> regional -> AM.
- Pattern of P1s or breaches: maintenance_supervisor -> PM -> regional.
- Fair-housing flag surfaced in child workflows: row 3.
Required approvals
None for the review pack itself (informational / recommendation severity). Any action inside a child workflow carries its own approval gate.
Failure modes
- Reporting occupancy without qualifier. Fix: always cite physical + leased + economic.
- Narrative without cited metrics. Fix: every claim anchored to a slug.
- Missing variance explanation. Fix: explanation required for any line above overlay materiality.
- Sample-data as fact. Fix: confidence banner.
Edge cases
- First full month post-TCO: narrative emphasizes lease-up pace and
stabilization_pace_vs_plan. - Mid-renovation month: narrative distinguishes classic and renovated lines.
- TPM-managed: the pack includes the TPM's submitted report and an oversight assessment (see
workflows/third_party_manager_scorecard_review).
Example invocations
- "Build the March monthly review for Ashford Park. Flag anything off band."
- "Produce the AM submission pack for Willow Creek April close."
- "Monthly scorecard for the South End portfolio (three assets)."
Example outputs
Output — Monthly scorecard (abridged, Ashford Park, March 2026)
Occupancy. physical_occupancy, leased_occupancy, economic_occupancy all within band. notice_exposure within band.
Leasing. Funnel invoked; key flags surfaced.
Renewal. renewal_offer_rate at target; renewal_acceptance_rate within band; blended_lease_trade_out within overlay band.
Collections. collections_rate within band; delinquency_rate_30plus within band; bad_debt_rate within band. Two legal-notice approvals open from child workflow.
Turn and WO. make_ready_days within band; open_work_orders within band; repeat_work_order_rate within band; one vendor flagged for scorecard review.
Financial variance. revenue_variance_to_budget within overlay materiality. expense_variance_to_budget: utilities above materiality; driver explained.
Action list. Owners, dates, and gates enumerated.
Confidence banner. All references surfaced with as_of_date and status.