Implementing a new Portfolio Monitoring system is rarely straightforward.
Holland Mountain is often engaged to help firms through implementations or to re-implement solutions that haven’t been successfully adopted.
From these projects, we’ve identified seven core steps that maximize the value of your investment.
01. Secure executive sponsorship before anything else
Without a defined C-suite or senior ownership, decisions stall and scope drift.
Our recommendations:
- Have senior sponsors (such as a CFO) in the firm who will have active ownership and accountability from kick-off to go-live — not sign-off.
- Define success criteria at the business level, not the project level.
02. Get requirements right before configuration begins
Misconfigured systems are the primary cause of expensive rework.
Our recommendations:
- Run structured requirements sessions across every team that touches the system.
- Benchmark against peer practices — not just against the firm’s current state.
03. Choose the right data collection approach
The wrong approach creates downstream challenges around timeliness and stakeholder buy-in. Whether using source document extraction, templates, or system-enabled alternatives, the method has a direct impact on efficiency and alignment with information rights.
Our recommendations:
- Get the solution design right from the start — scalable, practical, and positioned for strong adoption across the portfolio.
04. Align configuration to your operating model
Systems configured in isolation will require rework down the line. Limited consideration of other data sources and ancillary systems will constrain the value of the portfolio monitoring solution.
Our recommendations:
- Configuration decisions should reflect the broader operating model and integrate with the existing technology stack to ensure a comprehensive portfolio view.
05. Protect budget and timeline by addressing risks early
Issues identified post-implementation are slow and expensive to resolve.
Our recommendations:
- Draw on prior implementation experience to surface and address risks before they impact the project. Getting the foundations right the first time is where budget and timeline are protected.
06. Drive adoption across portfolio companies and internal teams
Failure to ensure that portfolio companies and internal users complete required tasks in a timely manner will materially limit the value derived from the system.
Our recommendations:
- Portfolio company onboarding should be treated as a non-negotiable workstream.
- Training must be role-specific — external finance teams and internal investment teams interact with the system differently, and materials should reflect that.
07. Manage the platform beyond go-live
Go-live is a milestone, not the finish line. The bigger goal is sustained platform adoption.
Our recommendations:
- Provide role-specific training supported by documentation tailored to the firm’s own processes.
- Stay on top of change requests and system improvements to ensure the platform continues to deliver value over time.
The value of an implementation partner
We’ve led 35+ portfolio monitoring implementations across private capital firms. That track record means we bring proven best practices, vendor expertise, and the discipline to ensure your solution aligns with your operating model and drives adoption long-term. You avoid the costly mistakes we’ve seen others make.
Contact us for more information on our implementation services.
