A college endowment was relying on manual and disjointed processes to manage their fund pipeline and ongoing investment due diligence, which included tracking prospective managers in spreadsheets and saving meeting notes and documents in SharePoint folders.

The college endowment wanted to enhance information sharing across the investment office and improve efficiency and controls over key investment processes.

In addition, since the college endowment had recently implemented an IBOR system, the CIO wanted a single system that team members could use to view meeting notes, manager reports, and fund performance metrics.

UPC implemented a research management system (RMS) to bring the college endowment’s pipeline management, meeting management, and document management processes into a single platform.

First, UPC worked with the college endowment and RMS vendor to migrate all historical data and documents into the new system, including the following key data sets:

• Managers (existing, former, and prospective)
• Funds (existing, former, and prospective)
• Contacts
• Meeting Notes
• Documents

UPC reconciled the imported data and documents to ensure the migration was complete and accurate. Next, UPC led weekly meetings with the college endowment and RMS vendor to review the project plan, collaborate on system configuration, and gather requirements for custom reporting.

UPC worked with the RMS vendor to build and train the college endowment on the following key workflows:

1. 1. Pipeline Management: There are a series of required fields when new funds are created in the RMS and as they progress through the pipeline. The investment team receives a monthly email notification summarizing how long each fund has been in its current pipeline stage. Due diligence checklist items must be completed prior to moving a fund to the next stage.
2. 2. Meeting Management: The investment team can copy a central email on manager meetings to automatically create meeting records in the RMS. A weekly meeting notes digest is sent to all team members.
3. 3. Document Management: A weekly document digest is sent to all team members and sorted by the primary coverage assignment.

Finally, UPC set up the following integrations with the RMS platform:

• Content collection system -> RMS (daily and on demand): This integration enabled the team members to see new documents received by managers in the RMS.
• IBOR -> RMS (daily): This integration enabled the team members to see performance metrics including MTD, QTD, YTD, FYTD, Unfunded, ITD IRR, TVPI, etc. in the RMS.