Preparing source data and controls for ILPA reporting templates

Confirm the template and methodology first

As reviewed September 9, 2026, ILPA's templates hub provides separate reporting, performance, capital-call/distribution, and portfolio-company resources. Its performance guidance describes different methodologies. Select the applicable official package with the reporting owner and record its version; do not build against an unversioned downloaded spreadsheet.

The worksheet below is Permadyn's original source-readiness method. It does not reproduce the official template, certify compliance, or imply ILPA endorsement. Refer to the linked official materials for current applicability, definitions, and detailed instructions. Recheck those materials when requirements or the selected template change.

Map meaning as well as column names

For each required output, identify the source grain, reporting date, currency, unit, sign convention, transaction type, and transformation. Fund-to-investor and fund-to-investment flows are not interchangeable. A field called distributions in two systems may use different populations or dates.

Record the source owner and the evidence used to validate the mapping. If a required distinction is not available in the source, mark it missing and agree how it will be supplied. Do not create a fabricated allocation merely to fill a required cell.

Worked example: a missing transaction distinction

A fictional administrator extract provides a $10 million contribution total but does not explain the purpose of the individual calls. The selected reporting method requires a distinction the extract does not contain. The total may reconcile to cash while the field mapping remains incomplete.

Record the $10 million tie-out as passed and the classification requirement as unresolved. Request a suitable source schedule or an approved mapping from the reporting owner. Retain the supporting transaction IDs and allocation evidence. This keeps a true reconciliation result from being mistaken for complete template readiness.

Validate a representative period before scaling

Choose a quarter with enough activity to exercise the mapping: contributions, distributions, valuation changes, and relevant fees or expenses. Test both source completeness and the resulting calculations. A quiet quarter can hide gaps in transaction classification or a broken cumulative rollforward.

Keep the exact source version and approved output for regression testing. When a template revision changes a definition or required field, assess its impact on data collection, calculations, controls, and historical comparability. Assign an owner to each unresolved question and document whether it blocks the release.

• Record the official package URL, version, and review date.
• Confirm applicability and methodology with reporting owners.
• Map every required concept to evidence or a named gap.
• Test transaction classification, cutoff, units, signs, and duplicate handling.
• Reconcile a representative quarter and since-inception totals.
• Approve the mapped output before automating distribution.

Primary sources

• ILPA: templates hub
• ILPA: official performance template and guidance

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