# Welltower Monthly Report — Input Checklist

This is the checklist of files the skill needs to generate one Welltower monthly cycle. Drop them into a single folder named `/uploads/welltower-{period}/` (e.g. `welltower-2026-04` for April 2026) and invoke the skill.

If a file is missing or malformed, the skill will stop and ask. Do not proceed without all required inputs unless explicitly choosing to skip a section.

---

## Quick checklist

| # | File | Required? | Source system | Cadence |
|---|---|---|---|---|
| 1 | `01_operations_highlights.md` (or `.docx`) | Required | Manual / GM input | Per cycle |
| 2 | `02_hr_labour_relations.xlsx` | Required | Manual / HR | Per cycle |
| 3 | `03_hr_leadership_snapshot.xlsx` | Required | Dayforce export | Per cycle |
| 4 | `04_occupancy.xlsx` | Required | Yardi occupancy export | Per cycle |
| 5 | `05_vacancy.xlsx` | Required | Yardi vacancy export | Per cycle |
| 6 | `06_futures.xlsx` | Required | Welcome Home CRM export | Per cycle |
| 7 | `07_projections.xlsx` | Required | Forecast model | Per cycle |
| 8 | `08_sales_metrics.xlsx` | Required | Welcome Home CRM | Per cycle |
| 9 | `09_marketing_creative/` (folder of images) | Required | Marketing folder | Per cycle |
| 10 | `10_marketing_initiatives.md` | Required | Manual | Per cycle |
| 11 | `11_google_ads.csv` | Required | Google Ads export | Per cycle |
| 12 | `12_marketing_metrics.xlsx` | Required | Welcome Home CRM | Per cycle |
| 13 | `13_financials_month.xlsx` | Required | Yardi P&L export | Per cycle |
| 14 | `14_financials_ytd.xlsx` | Required | Yardi P&L YTD export | Per cycle |
| 15 | `15_site_level_month.xlsx` | Required | Yardi site-level P&L | Per cycle |
| 16 | `16_site_level_ytd.xlsx` | Required | Yardi site-level P&L YTD | Per cycle |
| 17 | `17_capex.xlsx` | Required | Asset Mgmt tracker | Per cycle |
| 18 | `_prior_period.pptx` | Recommended | Last cycle's approved deck | Per cycle |
| 19 | `_water_incidents.md` (if any) | Optional | Manual / Risk | Per cycle |

---

## Detailed format expectations

### 1. Operations highlights (`01_operations_highlights.md`)

One section per community, in the order: Aspen Ridge, Inglewood, Meadowlands, Parkwood Place, The Kensington Victoria. Five communities today, twelve once the May expansion lands.

Each section is a level-2 heading with the community name, followed by 3 to 5 bullets covering: programming highlights, employee or resident moments, building or capex updates worth flagging, partnership initiatives. Keep bullets short (under 25 words each). The skill rewrites these into the Optima register if the GM input is rougher.

If a community's input is missing, the skill flags it and asks whether to use a placeholder ("No notable updates this period.") or wait for the GM.

### 2. HR labour relations (`02_hr_labour_relations.xlsx`)

Single-sheet Excel. Columns: `Community`, `Date`, `Topic`, `Status`, `Owner`, `Notes`. One row per ongoing labour relations item. Empty file is acceptable if no items active — the skill will render "No active labour relations items this period."

### 3. HR leadership snapshot (`03_hr_leadership_snapshot.xlsx`)

Dayforce export. Columns: `Community`, `GM Name`, `GM Status` (Active / Vacancy / Acting), `SLT Position Filled` (Y/N), `Vacancy Count`, `Annualized Turnover %`. One row per community.

### 4. Occupancy (`04_occupancy.xlsx`)

Yardi occupancy export. One row per community. Columns:
- `Community`
- `Total Suites`
- `Care Levels` (sub-columns: AL, MC, IL, SL Funded — counts and occupancy %)
- `Budget Occupancy %`
- `Actual Occupancy %`
- `Variance %`
- `1-Month Trailing %`
- `3-Month Trailing %`
- `12-Month Trailing %`
- `Net Future Activity` (this is the Welltower-specific forward column)

### 5. Vacancy (`05_vacancy.xlsx`)

Cross-tab export from Yardi. Columns: `Community`, `Total Suites`, `Vacant`, `Studio`, `1-bed`, `1-bed+den`, `2-bed`. One row per community.

### 6. Futures (`06_futures.xlsx`)

Welcome Home export of signed leases scheduled for future move-in. Columns: `Community`, `Resident Name` (or anonymized ID), `Care Level`, `Suite Type`, `Scheduled Move-in Month`, `Confirmed` (Y/N).

### 7. Projections (`07_projections.xlsx`)

Forecast model output. Columns: `Community`, `Month-1` (current period), `Month+1`, `Month+2`, `Month+3` — each with projected occupancy % and projected suite count.

### 8. Sales metrics (`08_sales_metrics.xlsx`)

Welcome Home funnel. One sheet per period: current month, trailing 3 months, prior 3 months. Columns: `Community`, `Leads`, `Tours`, `Move-ins`, `Move-outs`, `PMI %` (prospect to move-in conversion).

### 9. Marketing creative (`09_marketing_creative/`)

A folder of campaign creative images (PNG/JPG). Naming convention: `{community}_{campaign}_{format}.png` (e.g. `aspen-ridge_passports-to-paradise_facebook.png`). Up to 10 images per cycle. The skill picks the strongest 4 to 6 for the gallery slide.

### 10. Marketing initiatives (`10_marketing_initiatives.md`)

Free-form markdown describing this cycle's marketing initiatives. The skill rewrites into the Optima register and produces tactical bullets.

### 11. Google Ads (`11_google_ads.csv`)

Google Ads export. Columns: `Community`, `Spend`, `Clicks`, `Leads`, `CPL`, `Conversion %`. One row per community.

### 12. Marketing metrics (`12_marketing_metrics.xlsx`)

Welcome Home leads-by-source export. Columns: `Community`, `Leads`, `Source` (Web, Phone, Walk-in, Referral, Other). Aggregated per cycle.

### 13. Financials month (`13_financials_month.xlsx`)

Yardi P&L for the current month. Single consolidated sheet. Required line items (rows): `Revenue`, `Salaries & Benefits`, `Operating Expenses`, `Property Expenses`, `NOI`. Columns: `Actual`, `Budget`, `Variance`, `Variance %`.

### 14. Financials YTD (`14_financials_ytd.xlsx`)

Same shape as #13 but year-to-date.

### 15. Site-level month (`15_site_level_month.xlsx`)

Yardi site-level P&L. One sheet, communities as columns, P&L line items as rows. Each cell shows Actual / Budget / Variance.

### 16. Site-level YTD (`16_site_level_ytd.xlsx`)

Same shape as #15 but year-to-date.

### 17. Capex (`17_capex.xlsx`)

Asset Management capex tracker. Required columns: `Project Name`, `Community`, `Category` (Maintenance / Improvement / WT-managed / OPT-managed), `Budget`, `YTD Spend`, `PO Status`, `% Complete`, `Notes`.

The skill renders the WT-managed vs OPT-managed split (Welltower-specific feature) and pulls highlight bullets from the Notes column for the capex slide.

### 18. Prior period deck (`_prior_period.pptx`)

Last cycle's approved Welltower deck. Used for: visual continuity check, narrative anchor extraction, slide-count parity. If absent, the skill uses the master template directly.

### 19. Water incidents (`_water_incidents.md`)

Optional. If any water-related incidents occurred this period, document them here. The skill includes a callout on the Operations Highlights slide for the relevant community. Welltower has explicitly requested visibility on water incidents (per the existing template's agenda).

---

## What the skill does NOT need

- Data from any other JV partner (Yarrow, Wisteria, Charis, etc.). Confidentiality is structural.
- Live system credentials. The skill works on file uploads only in Phase 0. Phase 1+ adds live integrations.
- Any file outside the `/uploads/welltower-{period}/` folder. Cross-folder reads are blocked.

---

## Naming conventions

- **Period:** `YYYY-MM` (e.g. `2026-04` for April 2026)
- **Folder:** `/uploads/welltower-{period}/`
- **Files:** numeric prefix + descriptive name (see table above)
- **Output deck:** `Welltower_Monthly_Report_{Month}_{Year}.pptx` (e.g. `Welltower_Monthly_Report_April_2026.pptx`)
- **Output Excel:** same naming, `.xlsx`
- **Audit report:** same naming, `_audit.md`
