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Q[X] 20[XX] PORTFOLIO REVIEW MEETING 0 (PRM0) POA & RUNNING MEETING NOTES PURPOSE The purpose of this meeting is to provide the Investment Management (IM) Division team, including the Portfolio Manager (PM), Relationship Managers (RM), Shared Growth Services Group COO and Shared Growth Services Group CFO and Director of Asset Management, the opportunity to re-orient themselves with the quarterly M&E process and to discuss the high-level content and general outlook of the financial and [INSERT INV./FUND MANAGER NAME] commentary for each portfolio company. OUTCOMES ●
IM Division team understands their individual roles, responsibilities and expectations for themselves and their assigned portfolio companies (to generate accurate and timely quarterly investor reports (IRs) by the suggested T+40 deadline).
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A general outlook of the portfolio performance is established, assumptions for which will be further clarified via the portfolio company financials and management commentary.
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Clear next steps are established for each portfolio company.
AGENDA 1) Review the quarterly M&E process timeline and deadlines, the assigned roles and responsibilities for each portfolio company, and review any new changes to the M&E process adopted from last quarter’s IR process “improvement” meeting (note: recommended to be held quarterly after IRs are delivered to investors to review how efficient the process was conducted). 2) Review the immediate next steps and the accompanying tools that each member of the IM Division team is expected to use, including: a. Fund Management SOP (see Stage 6: M&E subsection) b. Tool – IR Process Tracker (review this in detail, per Agenda Item #1 above) c. Tool – IR Template d. Tool – Portfolio Company Financial Statement & Commentary Request Email Template e. Tool – Portfolio Company Commentary Template (attached to above, external email) f.
Tool – Impact Data Collection Summary (attached to above, external email)
g. Tool – Financial Statement Quality Checklist h. Tool – Portfolio Company Dashboard
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3) Discuss the high-level content and general outlook of the financial and [INSERT INV./FUND MANAGER NAME] commentary for each portfolio company. Questions for each RM to discuss for their assigned portfolio companies: a. Generally, what were the top five highlights (both good and bad) that your assigned portfolio company experienced over the course of the quarter? i. What major developments should [INSERT INV./FUND MANAGER NAME] make sure the portfolio company acknowledges and discusses in their commentary? ii. What major developments should [INSERT INV./FUND MANAGER NAME] be sure to focus on in the investment/fund manager’s commentary? b. Did the portfolio company close out its general ledger by the 5th of every month for the two preceding months? Did the portfolio company generate and share monthly financial statements for the two preceding months? Is the portfolio company on track to close out the current month’s financials by the 5th of next month and generate financial statements by the 10th of next month (i.e., the month immediately after quarter-end)? (Note: closing the general ledger by the 5th of the following month and generating financial statements by the 15th of the following month are accounting management best practices taught during The Exec’s Program) i. If yes, what major accounting errors did the RM spot? Were they resolved? ii. If no, what was the reason the portfolio company provided? Will they be in a position to finalize their general ledger and generate financial statements for the reporting period by the agreed upon deadlines? 1. If not, the RM and/or SGS Group CFO will schedule a corrective action meeting to address the barrier. RUNNING MEETING NOTES
Notes
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ASSIGNMENTS & NEXT STEPS COMPANY
Company Name
FIN. STMTS & DASHBO ARD
Updated / Not Updated
FINANCIAL COMMENTARY
PORT. CO. COMMENTARY
[INSERT INV./FUND MANAGER NAME] COMMENTARY
IMPACT TABLE
NEXT STEPS
Not Started / Draft / Done
Not Received / Draft / Done
Not Started / Draft / Done
Not Received / Draft / Done
Next Steps
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