Transforming investor periodic reviews through collaboration & automation 

The challenge: Managing periodic reviews outside the core platform

A leading fund administration and investor services organisation used PureClient to maintain its underlying investor, entity and risk information, but the operational process for managing periodic reviews still relied heavily on spreadsheets, manual work allocation and separate reporting tools.

Teams had to monitor upcoming review dates, allocate work, track progress, chase outstanding actions and produce management reporting through processes that sat outside the core platform.

As the business continued to grow, this created several operational challenges. Visibility of upcoming review obligations was limited, workloads were difficult to balance across teams, and managers had no straightforward way to see review activity and future demand in one place. Considerable time was spent administering the review process rather than carrying out the reviews themselves.

The opportunity was to use the data already held within PureClient to create a more automated, controlled and proactive periodic review process.

Why it mattered: Turning review obligations into manageable work

Periodic reviews are an ongoing compliance obligation, but the challenge was not simply knowing when a review was due. It was turning those obligations into structured work that could be allocated, completed, monitored and evidenced.

Without an integrated workflow, review dates and risk information held within PureClient still had to be translated manually into operational activity. That increased the administrative burden on teams and made it harder for management to understand upcoming demand, balance workloads and identify reviews at risk of becoming overdue.

Reporting was also largely retrospective. Producing an organisation-wide view required manual effort, limiting the ability of management teams to plan ahead and intervene before review backlogs developed.

The client wanted to move from managing periodic reviews through static tracking tools to a proactive operating model built around automated scheduling, clear ownership and forward-looking oversight.

The solution: A task-driven periodic review framework

Puritas adopted a consultative approach and worked closely with the client’s operational teams, compliance specialists and management stakeholders to understand how periodic reviews were managed in practice.

Through a series of workshops, demonstrations and ongoing review meetings, the teams mapped the end-to-end review lifecycle, identified repetitive manual activities and examined reporting, workload planning, task allocation, audit and governance requirements

The result was a new task-driven framework within PureClient that turned the information already held in the platform into structured operational workflows.

Automated review scheduling

Review frequencies were linked directly to risk profiles and review cycles held within PureClient. Rather than requiring operational teams to monitor review dates manually, the system was designed to automatically identify upcoming reviews and generate review activities according to configurable business rules and trigger events.

Workflow-driven task management

Each periodic review became a dedicated task with a defined lifecycle, from not started and in progress through to review, completion or escalation.

Supporting documentation, review checklists, workflow status and audit history were maintained against the task, creating a complete record of the review process in one place.

Clear team and individual ownership

A key requirement was improving accountability whilst enabling managers to manage workloads effectively.

Tasks were linked to operational teams and groups, with individual activities assigned to the people responsible for completing them. Managers could see workloads across their teams, monitor outstanding queues and reassign activities where required. This made it easier to balance capacity and prevent reviews becoming dependent on individual spreadsheets or manual monitoring.

Forward-looking reporting and oversight

Enhanced reporting gives management teams visibility across current and future review activity, including reviews due within the next 30, 60 and 90 days, work in progress, overdue reviews, completion trends, team workloads and future review pipelines.

Instead of relying on manually produced reports that primarily show what has already happened, managers can see what is coming and act before issues develop.

Continuous improvement through collaboration 

The project has continued to evolve through ongoing collaboration between Puritas and the client.

Following the implementation of the task-based framework, the teams identified further opportunities to reduce the work involved in preparing for a review. Reviewers often need to gather transaction activity, static data changes, risk profile amendments, entity status changes and other compliance information before they can begin their assessment.

Puritas and the client are exploring ways to bring this analysis directly into the review workflow, including automatically generated review summaries and analysis reports attached to the relevant task.

A dedicated periodic review dashboard has also been proposed to provide real-time oversight of review progress, performance against targets and workloads across different levels of the organisation, supporting both operational management and board-level reporting.

The outcome: Periodic reviews managed proactively, not through spreadsheets 

Activities are automatically generated according to review schedules, allocated to the appropriate teams, assigned to individual users and monitored through defined workflows. Operational teams have clear ownership of their review queues, while managers have greater visibility of upcoming obligations, workloads and reviews requiring attention.

By bringing scheduling, task management, supporting information, audit history and reporting together, the client has reduced the administrative effort involved in managing periodic reviews while strengthening governance and oversight.

The result is a more scalable approach to periodic reviews, with teams spending less time managing the process and more time carrying out the assessments that require their expertise.
The ongoing partnership is also creating a roadmap for further automation, including automated review preparation, intelligent analysis and enhanced dashboard reporting, allowing the process to continue evolving alongside the client’s operational and regulatory requirements.

“The challenge wasn’t knowing when reviews were due. It was turning that information into work that could be allocated, tracked and completed before a backlog developed. By building the workflow around the data already in PureClient, the client moved from managing periodic reviews retrospectively to staying ahead of them.” 
Alan Duffy, Business Analyst, Puritas

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