PE Suite — PE Engine & PCAP Engine
A navigable BRD for the private-equity fund accounting & investor-reporting platform. Every module and requirement links to the live prototype screen that demonstrates it. Markers show what extends the current draft (extends) and what still needs your input (pending). Produced with the prototype to clarify scope.
1Executive Summary
PE Suite is a secure, modular, web-based platform for PE fund data capture, fund accounting workflows, partner capital account reporting, dashboards, reconciliations, approval controls and audit-ready reporting.
| Context | Summary |
|---|---|
| What they have now | Accounting data in MSD 365 (ERP) plus extra data compiled manually in Excel, handed to an external third-party tool that produces the investor reports. Two disparate systems, heavy manual work in between, and dependence on an outside vendor. |
| What they want | PE Suite — one internal, modular platform replacing the manual middle and the external tool: PE Engine (drawdown, NAV, distribution/waterfall, management fee, close), PCAP Engine (partner capital accounts), investor reporting (ILPA pack + dashboards), with bulk upload, maker-checker approvals, exceptions and a full audit trail. Hosted on EY servers. Phase-1 first proof: drawdown and distribution notices. |
| Why they want it | Cut manual, error-prone spreadsheet work; remove dependence on the external tool/vendor; gain auditability & traceability (every figure traces to an approved source); enforce human-in-the-loop control before finalising; standardise investor reporting (ILPA); and own their process and data. |
The solution comprises two integrated engines plus an investor-reporting layer:
| Engine | Purpose | Primary outputs |
|---|---|---|
| PE Engine | Core fund accounting, investor data, capital calls, commitments, expenses, investments, valuation, distribution, waterfall, close and reports. | Executive dashboards, capital-call reports, distribution notices, close pack. |
| PCAP Engine | Partner capital account statement generation, fund-level PCAP consolidation, contribution & distribution mapping, NAV mapping, reconciliation, variance and audit packs. | Fund-level PCAP, partner statements, reconciliation & variance reports, export pack. |
2Business Objectives
| ID | Objective | Success criteria |
|---|---|---|
| BO-01 | Digitise PE fund data capture and reporting workflows. | Users can input/upload structured fund, investor, capital-call, distribution, NAV, valuation and expense data. |
| BO-02 | Generate fund-level and partner-level PCAP statements. | System generates PCAP from approved source data, ratios, reconciliation and mapped rules. |
| BO-03 | Improve auditability and traceability. | Every input, upload, adjustment, approval, calculation and export is logged. |
| BO-04 | Enable human-in-the-loop controls. | Key outputs, exceptions, uploads and report packs require approval before finalisation. |
| BO-05 | Support secure deployment flexibility. | Hosted internally, migratable to client infrastructure with documented procedures. |
| BO-06 | Provide dashboard and reporting capability. | Role-based dashboards and downloadable PDF/XLSX reports are available. |
3Scope
In scope: user management & RBAC, data capture, bulk upload, the PE Engine, the PCAP Engine, workflow, audit trail and integration-readiness.
| Out of scope (initial release) | Note |
|---|---|
| Full ERP integration | Initial release supports file import; live ERP later. |
| Regulatory filing submission | Generates reports but does not submit filings. |
| Payment processing | May capture payment status; does not initiate bank payments. |
| Forecasting | Initial scope is actual data capture, processing, reconciliation and reporting. |
4Target Users & Role-Based Access
Four roles with distinct entitlements. See the live role switcher →
| Role | Key access |
|---|---|
| Fund Manager | Dashboards, review screens, workflow approvals and final report approvals. |
| Fund Accounts | Create/update inputs, upload templates, run validations, prepare reports, resolve exceptions. |
| Investor | View/download own approved statements and permitted reports only. |
| Admin | User management, configuration, audit-log access and system administration. |
5High-Level Process Flow
Designed for traceability: every output line item traces back to an approved source input. See the pipeline →
6Application Modules
Each module opens its live screen in the prototype. extends = beyond the current BRD draft; grouped by delivery phase.
PE Engine · Phase 1 calc + foundations
PCAP Engine & Reporting Phase 2
7Functional Requirements
Representative requirements with acceptance criteria. Use the filter in the top bar to narrow by keyword.
| ID | Requirement | Acceptance |
|---|
8Data Ingestion — assumed upload files
Manual Excel schedules + MSD 365 extracts. The columns below are what we plan to read — illustrative until the workbook is shared. See Import Center →
| File | Source | Assumed columns | Feeds |
|---|
9Core PCAP Calculation Logic
Configurable, version-controlled rules; each output retains source mapping and calc-run version. See PCAP roll-forward →
10Workflow & Approvals
Maker-checker; final outputs enabled only after Fund Manager approval. See pipeline →
| ID | Workflow | Approver |
|---|---|---|
| WF-001 | Master data approval | Fund Manager / Admin |
| WF-002 | Upload approval | Fund Accounts / FM |
| WF-003 | Calculation approval | Fund Manager |
| WF-004 | Exception resolution approval | FM / Controller |
| WF-005 | Report approval | Fund Manager |
| WF-006 | Override approval | FM + Admin |
11Exception & Control
Rule breaches raise exceptions; material ones block final export. See Exceptions →
| Exception | System behaviour |
|---|---|
| Missing mandatory input | Block save/upload or mark row invalid |
| Ratio ≠ 100% tolerance pending | Create exception; block final calculations |
| Reconciliation mismatch | Create exception; prevent final export if material |
| Unapproved source data | Exclude from final calculation |
| Manual override / balancing figure | Require reason, approval and audit trail |
12Reporting
| ID | Report | Format |
|---|---|---|
| RPT-001 | Executive Dashboard | UI / XLSX / PDF |
| RPT-002 | Capital Call Summary | XLSX / PDF |
| RPT-003 | Distribution Summary | XLSX / PDF |
| RPT-004 | NAV Summary | XLSX / PDF |
| RPT-005 | Fund-Level PCAP Summary | XLSX / PDF |
| RPT-006 | Partner PCAP Statement | XLSX / PDF |
| RPT-007 | Variance & Exceptions | XLSX / PDF |
| RPT-008 | Audit Trail Report | XLSX / PDF |
| RPT-009 | Export Pack | ZIP / PDF / XLSX |
| ILPA Reporting Pack new | XLSX / PDF |
13Audit Trail & Non-Functional
Immutable log of every create/update/approve/override/export with before→after values and full lineage. See Audit Trail →
| Category | Requirement |
|---|---|
| Security | Secure authentication & authorization; role restrictions enforced. |
| Data confidentiality | Sensitive financial data encrypted in transit and at rest. |
| Deployment | Hosted on EY internal servers with documented portability to client infra. |
| Auditability | Full traceability from source input to final report. |
| Data integrity | Validation, reconciliation and approval controls; invalid/unapproved data cannot reach final reports. |
| Export security | Downloads respect RBAC & data entitlements. |
14Phasing
| Phase | Scope |
|---|---|
| Phase 1 | RBAC, master data, Import Center, bulk upload, validations, audit trail, Drawdown, NAV, Distribution, Management Fee, Close, export pack. |
| Phase 2 | PCAP engine, Partner Statements, reconciliation, Investor Reporting Dashboard (ILPA), Investment/Capital, enhanced dashboards. |
| Phase 3 | ERP/Tally connectors, advanced analytics, enhanced investor portal, configurable rules engine. |
15Open Questions & Traceability
39 open decisions with assumed defaults, mapped to modules. Answer offline in Excel or in the browser. Open the register →
| Objective | Related requirements |
|---|---|
| BO-01 | FR-GEN-003, FR-UPL-001…006, FR-MST-001…005 |
| BO-02 | FR-PCAP-001…013 |
| BO-03 | AUD-001…007 |
| BO-04 | WF-001…006 |
| BO-06 | RPT-001…009, FR-PE-001, FR-PCAP-001 |
16Indicative Data Model
The logical entities behind the modules — what stores what, and how they relate.
| Entity | Stores | Key relationships |
|---|---|---|
| Fund Master | Fund attributes & reporting setup | Investors, capital calls, distributions, NAV, PCAP |
| Entity Master | Sponsor / fund / entity structure | Fund master & GL |
| Investor / Partner Master | Investor/partner details & status | Commitments, ratios, statements |
| Partner Ratio Table | Fund- & transaction-wise allocation ratios | Used by PCAP calculations |
| Capital Call Table | Capital call details | Investors & commitments |
| Distribution Table | Distribution instances & components | Mapping & reconciliation |
| NAV & Valuation Table | NAV, valuation, fair value, carried interest inputs | NAV summary & PCAP |
| Fees & Expenses Table | Sponsor/fund expenses & fee calculations | PCAP & dashboards |
| GL / Journal Table | Accounting entries & postings | COA & reports |
| Upload Batch Table | Upload metadata & status | Imported records |
| Calculation Run Table | Calculation run metadata & version | Output reports |
| Exception Table | Validation & reconciliation issues | Source records |
| Approval Table | Workflow approval history | Records & reports |
| Audit Log Table | Immutable audit events | All key entities |
17Assumptions Ledger
Every placeholder baked into the prototype, and the question that confirms or replaces it — so nothing stands unexplained. Full detail in the Open Questions register.
| # | Assumption | Resolved by |
|---|---|---|
| A1 | Illustrative ₹ Cr figures, single demo fund | A real dataset |
| A2 | 1 fund, 2 classes (A/B) + GP | Q1 |
| A3 | European (whole-fund) waterfall | Q2 |
| A4 | Single currency, no FX | Q3 |
| A5 | Pro-rata calls; excused/default as demoed | Q5–Q7, Q9 |
| A6 | Pro-rata class/investor NAV; IPEV valuation | Q10, Q11 |
| A7 | 8% hurdle · 100% catch-up · 80/20 carry · single withholding | Q13–Q15 |
| A8 | Fee 2%→1.5%, step-down Mar 2026, 80% offset, 18% GST | Q18–Q22 |
| A9 | Partner ratios pro-rata = 100%; §8 verbatim; opening = 0 | Q23–Q25 |
| A10 | PCAP, Investor Reporting, Investment = Phase 2 (corrects BRD Appendix B) | Excel + meeting; fix in v2 |
| A11 | Standard ILPA templates; DPI/TVPI shown, IRR pending | Q26, Q28 |
| A12 | File import (MSD 365 TB, manual schedules, bank/Tally) | Q35–Q38 |
| A13 | Reconciliation tolerances not numerically set | Q31 |
18About & How to Use This Portal
This one document is the interactive BRD. It is accompanied by two working tools — the prototype and the questionnaire — and nothing else to keep track of.
ISWhat it is
An interactive requirements document that demonstrates the proposed scope, explains each calculation, and captures the client’s answers — a shared reference for scoping. Produced alongside the written BRD to remove ambiguity before build.
NOTWhat it is not
The production system. Data is illustrative; calculations show shape & intent, not real books. Not security-hardened, multi-tenant, or connected to live systems. No AI is used.
The three pieces
| Piece | Purpose |
|---|---|
| Interactive BRD this page | The full requirements — modules, requirements, data ingestion, calc logic, data model, assumptions — each linked to the prototype. |
| Prototype ↗ | The clickable app. Every screen has a derivation panel, and Explain mode lets you hover any element to see what it is, how it’s derived and any assumption. Role switcher demonstrates RBAC. |
| Open Questions register | 39 decisions with assumed defaults. Answer offline in Excel (Download for Excel — includes section, why, assumed default, related screen) or in the browser; attach evidence. |