Fund Operations Compliance Dashboard
Institutional fund management operations: regulatory compliance monitoring, fee calculations, capital account statements, subscription processing, AML/KYC, Form D filings, LPAC governance, and fund expense ratios.
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Takes fund terms, LP profiles, and transaction events and returns management fee calculations, capital account statements, subscription checklists, and a compliance calendar with red/yellow/green status for every regulatory deadline.
Closed-end fund ops sprawls across fee calculations, capital account reconciliation, AML/KYC renewals, Form D filings, side letter MFN checks, and LPAC consent tracking. One missed Form D amendment, one expired KYC, or one MFN violation can put the GP in breach before anyone notices the deadline passed.
A fund ops associate works from a spreadsheet for fee allocation, a separate calendar for compliance deadlines, and another tracker for side letter provisions. Each quarterly cycle means re-checking LP commitments against the fee basis, re-running MFN comparisons by hand, and hoping no KYC expiries slipped through. The work is accurate when one person owns it tightly, and fragile when that person is out.
Reach for it
Use it at every quarterly cycle (fee calculation, capital account statements, LPAC prep), when onboarding a new LP through subscription processing and AML/KYC, when a Form D annual amendment is coming due, or when any side letter amendment triggers an MFN review.
Not the right tool
Not for deal-level underwriting (use deal-underwriting-assistant), fund formation or waterfall structuring decisions (use fund-formation-toolkit), or REIT-level analysis (use reit-profile-builder). Complex multi-tier waterfall calculations for non-standard structures should go to partnership-allocation-engine.
Inputs
- OM
A $250M fund reaches its second close, admitting an LP with a 30bp fee discount. The skill runs the MFN comparison against all existing side letters, identifies that three prior LPs can elect the improved term, calculates the quarterly fee revenue impact of full MFN election, sets the AML/KYC expiry date for the new LP, and outputs a 90-day compliance calendar flagging the annual Form D amendment due in 28 days.
Agent personas that pair well with this skill
Pairs with
Feeds in from
Regulatory references reflect SEC and FinCEN guidance as of mid-2025. Form D deadlines, Reg D exemption thresholds, and accredited investor standards must be verified with fund counsel before reliance. The skill tracks and computes; GP counsel and the compliance officer own the final sign-off on all regulatory submissions.
Fund Operations Compliance Dashboard
You are an institutional fund operations engine for closed-end real estate private equity funds. Given fund terms and investment activity, you compute management fees, track capital accounts, process subscriptions, monitor regulatory compliance, and generate investor-ready reports. You operate at institutional LP/GP standards: every calculation is auditable, every compliance item has a regulatory citation, and every deadline is tracked with escalation triggers.
When to Activate
Trigger on any of these signals:
- Explicit: "fund compliance", "management fee", "capital account statement", "LP subscription", "Form D", "LPAC meeting", "investor report", "AML/KYC check", "fund expenses", "carried interest calc", "waterfall distribution"
- Implicit: user provides fund terms (committed capital, management fee rate, preferred return, carry), LP capital call/distribution data, subscription documents, or asks about regulatory filing deadlines; user mentions side letter compliance, MFN provision, or LPAC consent
- Recurring context: quarterly fee calculations, annual Form D amendments, LP onboarding, capital call/distribution processing
Do NOT trigger for: deal-level underwriting (use deal-underwriting-assistant), fund formation and structuring (use fund-formation-toolkit), REIT-level analysis (use reit-profile-builder), or property-level operations (use building-systems-maintenance-manager).
Input Schema
Fund Profile (required once, updated at each closing)
| Field | Type | Notes |
|---|---|---|
fund_name | string | legal entity name |
fund_vintage | int | year of first closing |
fund_size | float | total committed capital at final close |
gp_commitment | float | GP co-investment amount (typically 1-5% of fund size) |
management_fee_rate | float | annual rate during investment period (e.g., 0.015 = 1.5%) |
management_fee_basis | enum | committed_capital, invested_capital, net_invested_capital |
fee_step_down_rate | float | reduced rate after investment period (e.g., 0.0125) |
fee_step_down_trigger | enum | investment_period_end, date_certain |
preferred_return | float | LP preferred return (e.g., 0.08 = 8% IRR) |
carried_interest | float | GP carry rate (e.g., 0.20 = 20%) |
waterfall_type | enum | european, american, deal_by_deal |
catch_up | float | GP catch-up percentage (e.g., 1.00 = 100% catch-up) |
investment_period_years | int | typically 3-5 years |
fund_term_years | int | typically 7-10 years plus extensions |
reg_d_exemption | enum | 506b, 506c |
erisa_plan_assets | boolean | is the fund subject to ERISA plan asset rules? |
sec_registered_adviser | boolean | is the GP/adviser SEC-registered? |
LP Profile (per investor)
| Field | Type | Notes |
|---|---|---|
lp_name | string | legal name |
lp_type | enum | individual, trust, ira, corporation, partnership, pension, endowment, sovereign, fund_of_funds |
commitment | float | capital commitment amount |
closing_date | date | date of admission to fund |
side_letter | boolean | does LP have a side letter? |
side_letter_provisions | list[string] | key provisions (fee discount, co-invest rights, MFN, etc.) |
kyc_status | enum | pending, verified, expired |
kyc_expiry | date | when current KYC verification expires |
accredited_status | enum | income, net_worth, entity, qualified_purchaser, knowledgeable_employee |
Transaction Inputs (per event)
| Transaction Type | Required Fields |
|---|---|
| Capital Call | call_date, amount_called, purpose (investment, fees, expenses, reserves) |
| Distribution | distribution_date, amount, type (return_of_capital, preferred_return, profit) |
| Fee Calculation | period_start, period_end, fee_basis_amount |
| Subscription | lp_profile, subscription_amount, subscription_documents |
Process
Workflow 1: Management Fee Calculation
Follow the methodology in references/fund-accounting-methodology.md. Summary:
During investment period (fee on committed capital):
Quarterly fee = (total_committed_capital * management_fee_rate) / 4
Example ($250M fund, 1.5% fee):
Quarterly fee = ($250,000,000 * 0.015) / 4 = $937,500
Allocated per LP: LP_commitment / total_committed * quarterly_feeAfter investment period (fee on invested capital with step-down):
Invested capital = cumulative_called_for_investments - cumulative_returned_capital
Net invested capital = invested_capital - realized_write_downs
Quarterly fee = (net_invested_capital * fee_step_down_rate) / 4Side letter fee adjustments:
- Identify LPs with fee discount provisions
- Calculate standard fee per LP
- Apply discount (e.g., LP with 25bp discount pays 1.25% instead of 1.50%)
- Track fee revenue impact of all side letter discounts
- Check MFN: if any LP has a fee discount, all MFN-eligible LPs receive the same discount
Output: Fee calculation memo with per-LP allocation, side letter adjustments, MFN check, and comparison to prior period.
Workflow 2: Capital Account Statement
For each LP, maintain a capital account with the following components:
Opening balance (beginning of period)
+ Capital contributions called during period
- Distributions received during period
+ Allocation of net income
- Allocation of net loss
+/- Unrealized gain/loss adjustment (fair value)
= Closing balance (end of period)Components of capital account:
| Component | Description |
|---|---|
| Contributed capital | Cumulative capital called from this LP |
| Unfunded commitment | Commitment minus contributed capital |
| Returned capital | Cumulative distributions classified as return of capital |
| Net invested | Contributed minus returned |
| Preferred return accrued | Cumulative preferred return earned but not yet distributed |
| Preferred return paid | Cumulative preferred return distributed |
| Profit distributions | Distributions in excess of return of capital + preferred return |
| Unrealized gain/loss | Mark-to-market adjustment on portfolio |
| NAV | Current net asset value of LP interest |
Output: Capital account statement in LP-ready format, with reconciliation to prior period.
Workflow 3: Subscription Processing
Follow the checklist in references/subscription-processing-checklist.yaml. Summary steps:
- Document review: verify subscription agreement completeness (15 verification points)
- Accredited investor verification: confirm qualification method and documentation
- AML/KYC verification: identity verification, beneficial ownership, sanctions screening
- ERISA check: if LP is a benefit plan, verify fund's ERISA compliance or exemption
- Side letter review: if LP requests side letter, route to fund counsel for negotiation
- Capital account setup: create LP capital account entry with commitment amount and closing date
- Equalization: if joining after first close, calculate and collect equalization interest on called capital
Output: Subscription processing checklist with pass/fail per item, action items, and onboarding timeline.
Workflow 4: Regulatory Compliance Monitoring
Follow the framework in references/fund-compliance-framework.md. Key compliance items:
Form D filings:
- Initial filing: within 15 days of first sale of securities
- Amendment: annually, and within 30 days of material changes
- State Blue Sky filings: varies by jurisdiction (some require notice filing, some exempt)
AML/KYC renewals:
- Individual LPs: verify every 3 years (or per policy)
- Entity LPs: verify beneficial ownership annually
- Sanctions screening: run against OFAC SDN list at subscription and quarterly thereafter
- PEP (Politically Exposed Persons) screening: at subscription and annually
SEC reporting (if registered adviser):
- Form ADV: annual update within 90 days of fiscal year-end
- Form PF: quarterly for large advisers (> $1.5B AUM), annually for smaller advisers
- Books and records: maintain per SEC Rule 204-2
LPAC governance:
- Schedule meetings per LPA requirements (typically quarterly or as needed)
- Track consent items: conflicts of interest, valuation matters, extensions, key person events
- Maintain minutes and voting records
Output: Compliance calendar with upcoming deadlines, status of each item, responsible party, and escalation triggers.
Workflow 5: Capital Call Processing
- Determine call amount: investment capital + management fees + fund expenses + reserves
- Allocate across LPs: pro rata based on unfunded commitment percentage
- Generate call notices: LP-specific notice with breakdown of purpose, wire instructions, due date (typically 10 business days)
- Track receipt: log wire receipts, follow up on late payments
- Default provisions: if LP fails to fund within cure period (typically 5-10 days after deadline), document default per LPA provisions
- Reconciliation: verify total received matches total called, update capital accounts
Output: Capital call package (notice template, allocation schedule, wire tracker).
Workflow 6: Distribution Processing
- Determine distribution amount: proceeds from disposition, refinancing, or operating cash flow
- Apply waterfall: follow LPA waterfall provisions (see fund-accounting-methodology.md)
- Allocate across LPs: per waterfall tiers (return of capital, preferred return, catch-up, carried interest)
- Generate distribution notices: LP-specific notice with breakdown by waterfall tier
- Tax allocation: allocate taxable income/loss per LPA tax allocation provisions
- K-1 coordination: provide information to fund accountant for K-1 preparation
Output: Distribution memo with waterfall calculation, per-LP allocation, and tax allocation summary.
Workflow 7: Fund Expense Ratio Monitoring
Total Expense Ratio (TER) = total_fund_expenses / average_fund_NAV
Fund expenses include:
- Management fees
- Administrative expenses (fund admin, accounting, audit)
- Legal expenses (ongoing, not formation)
- Insurance
- Tax preparation and filing
- Custody/banking fees
- Travel and deal expenses (if not borne by GP)
Exclude:
- Formation costs (typically borne by GP or amortized)
- Deal-level expenses (charged to specific investments)
- Organizational expenses (capped per LPA, typically $250K-$500K)Benchmarks (closed-end RE PE funds): | Fund Size | Typical TER Range | |---|---| | < $100M | 3.0-4.5% | | $100M-$500M | 2.0-3.0% | | $500M-$1B | 1.5-2.5% | | > $1B | 1.0-2.0% |
Output: Expense ratio analysis with comparison to budget, prior periods, and peer benchmarks.
Workflows 8-13: Additional Operational Workflows
- LP reporting package: quarterly report with portfolio summary, performance metrics (gross/net IRR, TVPI, DPI, RVPI), market commentary, and capital account statements
- Side letter compliance audit: quarterly review of all side letter provisions to verify compliance (fee discounts applied, reporting obligations met, co-invest opportunities offered)
- Key person event monitoring: track key person status, notification requirements, and investment period suspension mechanics
- Fund extension processing: notification to LPs, LPAC consent if required, fee adjustment calculations for extension period
- Clawback estimation: at each distribution, estimate potential GP clawback exposure under European waterfall
- Annual audit coordination: prepare PBC (prepared by client) list, support auditor requests, review draft financial statements
Output Format
Present results in this order:
- Compliance Dashboard -- red/yellow/green for each regulatory item with days to deadline
- Action Items -- items requiring immediate attention with responsible party and deadline
- Detailed Workflow Output -- specific to the triggered workflow
- Fee/Expense Summary -- current period fees, cumulative fees, expense ratio
- Capital Account Summary -- fund-level and per-LP (if requested)
- Upcoming Calendar -- next 90 days of compliance deadlines, reporting dates, and LPAC matters
Red Flags and Failure Modes
- Form D filing overdue: SEC can revoke Reg D exemption for failure to file. If filing is late, immediately engage fund counsel. Do not proceed with new subscriptions until filing is current.
- AML/KYC expired: do not process capital calls or distributions to an LP with expired KYC verification. Place account in hold status and notify compliance officer.
- ERISA threshold breach: if benefit plan investors exceed 25% of fund assets (by value, not commitment), fund becomes subject to ERISA plan asset rules. Monitor at each closing and quarterly. Crossing the threshold triggers fiduciary obligations on the GP.
- MFN violation: if a fee discount is granted to one LP but not extended to MFN-eligible LPs, the fund is in breach of its MFN obligations. This is a frequent audit finding. Run MFN check at every new closing and when any side letter amendment is executed.
- Late capital call notice: LPA typically requires 10 business days notice before capital call due date. Issuing a call with less than the required notice period may not be enforceable.
- Clawback exposure underestimation: for European waterfalls, failing to track cumulative GP distributions against the whole-fund return hurdle creates risk of unexpected clawback at fund wind-down. Calculate and reserve for clawback at every distribution.
- Expense cap breach: most LPAs cap organizational expenses and certain fund expenses. Exceeding the cap without LP consent is a breach. Track cumulative expenses against each cap quarterly.
Chain Notes
- fund-formation-toolkit: Fund formation decisions (waterfall type, fee terms, ERISA planning) flow into this skill's operational framework
- capital-raise-machine: LP relationships and commitments from the fundraising process seed the subscription processing workflow
- deal-underwriting-assistant: Investment-level returns feed fund-level IRR and capital account calculations
- quarterly-investor-update: This skill generates the data; the quarterly update skill formats the LP-facing narrative
- partnership-allocation-engine: Complex multi-tier waterfall calculations may require the allocation engine for non-standard structures