Use case
Reporting across many funds, many managers, every period.
Administrators carry the reporting burden for clients who each do things slightly differently. Volume is the defining challenge: the process must be standard enough to scale and flexible enough to handle each client's data.
Pain points
Where the time goes today
Administrators rarely lack expertise; they lack leverage. Most of the cycle is spent moving data between systems and formats rather than applying judgement.
- Client data arriving in different layouts, on different schedules, in different quality.
- Multiple regimes and jurisdictions across the client book.
- Manual checking repeated fund by fund because there is no automated control layer.
- Peak load concentrated into a few days after period end.
- Client queries after delivery that require reconstructing how a figure was produced.
Inputs
Common data sources
Custodian & broker data
Position, transaction and cash data delivered as files or feeds.
Manager-provided data
Risk figures, classifications and commentary supplied by the investment manager, often as spreadsheets or documents.
Investor register data
Holder, share class and flow information used for concentration and investor reporting.
Operating model
How the cycle runs with Datox
Standard template
A shared workflow covers the standard client case: sources, mappings, calculations, validations and outputs.
Client overrides
Where a client genuinely differs, an explicit override is documented against that fund rather than handled informally.
Automated production
Each period runs automatically as data arrives, producing prepared data and flagged exceptions per fund.
Exception review
The team reviews exceptions across the whole book from one queue, prioritised by materiality and deadline.
Delivery & evidence
Filings, client packs and evidence are produced from approved data and delivered to the agreed destinations.
Outcomes
What changes for an administration team
Outcomes depend on the workflows in scope and the state of the underlying data. These are the qualitative changes teams look for.
Capacity
More funds handled by the same team, because production is automated.
Consistency
Every fund treated the same way unless a documented exception applies.
Defensibility
Client and regulator questions answered from retained evidence.
Onboarding
New clients added to an existing workflow instead of a new manual process.