Client Success Story
Case Study - Senior & Assisted Living
Senior Services of America Streamline Budgeting for Speed and Efficiency with ProLytics
Snapshot: Senior Services of America
Replaced a fully manual, Excel-based budgeting process with a centralized FP&A platform
Eliminated repetitive manual tasks, formula errors, and version conflicts across team spreadsheets
Improved visibility into occupancy, rates, payroll, overtime, and staffing metrics
Enabled faster forecasting and scenario modeling for new and existing communities
ProLytics paid attention to all the details and the end results delivered exactly what we needed to move forward with a successful budgeting platform.
– Lovejeet Johal , VP, Controller
Senior Services of America
About Senior Services of America
Founded in 2000 in Tacoma Washington, Senior Services of America operates 19 communities in three states and manages more than 1,400 apartments offering life enrichment programs and care services for seniors.
The Challenge
Senior Services of America relied on a highly manual budgeting and forecasting process built entirely in Excel. The process was managed centrally by a small team. As the organization scaled to 17 buildings—each with different ownership structures, care types, and operational models—the process became increasingly time-consuming and difficult to manage. While Excel technically allowed for modeling and forecasting, the lack of automation, integration, and consistency limited efficiency and confidence in the outputs.
Specific challenges:
- Static Data Management: Financial actuals were manually extracted and consolidated into templates, a process prone to human error and version control issues.
- High Technical Debt: The Finance team spent excessive time auditing cell calculations and link integrity rather than analyzing data.
- Fragmented Visibility: Correlating operational drivers—such as occupancy fluctuations—to financial impacts like overtime labor costs required tedious manual cross-referencing.
- Growth Constraints: Modeling new business opportunities required bespoke manual builds, making it difficult to scale the finance function alongside the organization’s expansion.
Client Objectives
Senior Services of America sought to modernize budgeting and forecasting in a way that preserved the team’s deep Excel expertise while introducing stronger controls, consistency, and governance. The finance team needed a solution that could:
- Reduce key-person dependency and formula risk through standardized, controlled models
- Enforce version control, data integrity, and approval workflows
- Integrate directly with existing operational and financial systems
- Scale securely across multiple buildings with varying ownership structures and care models
The ProLytics Solution
ProLytics partnered closely with Senior Services of America to design and implement a budgeting and forecasting solution tailored to their operating model. The scope of the solution included:
- Centralized, Excel-based budgeting templates powered by Vena
- Automated integration with Yardi to load monthly actuals
- Forecasting models that extend actuals into future periods
- Visibility into occupancy, rates, payroll, staffing levels, and overtime
- Standardized models to support rapid analysis of new business opportunities. Vena budgeting has been a time saving platform for finance and accounting. ProLytics team has been extremely helpful and professional in helping us implement as well as coach us to be independent in report building etc.
“Vena budgeting has been a time saving platform for finance and accounting. The ProLytics team has been extremely helpful and professional in helping us implement as well as coach us to be independent in report building, etc.”
– Lovejeet Johal
Why Senior Services of America Chose ProLytics
ProLytics stood out as a partner with a deep understanding of the occupancy, staffing, and labor-sensitive metrics critical to senior living operations. Senior Services of America was confident in ProLytics’ ability to craft and deliver an enterprise-grade FP&A solution that enhances Excel with built-in controls, automation, and governance—without disrupting how the team already works. ProLytics leveraged its knowledge of Yardi to tailor a solution that fit seamlessly into existing processes.
Timeline: Phased ~6 month: Year-one budgeting implementation
Collaboration Model: Close collaboration with finance leadership and iterative refinement
Training & Enablement: Hands-on enablement aligned to existing Excel workflows
Key Outcomes
Following implementation, Senior Services of America realized immediate operational and strategic efficiencies.
- Monthly actuals automatically flow into budgeting and forecasting models
- Manual copy-paste and formula validation was largely eliminated
- Improved transparency with faster budget updates across all 17 communities
- Consolidated overall views, models available for direct reference and comparison
Business Impacts
- Finance gained clearer visibility into key operational drivers such as occupancy, rates, staffing, and labor costs. This increased transparency allows executive directors to identify drivers behind margin fluctuations, assess labor efficiency by department, and explain variances with confidence.
- The team can quickly model new communities by applying standardized assumptions
- Forecasting and what-if analysis can be completed more systematically and with greater confidence
- Teams are better equipped to connect revenue, expenses, and operational realities, leading to more defensible budgets and more informed decision-making
The Client Experience
“Previously, budgets were often treated as simple inputs without enough focus on the bigger picture. Having key metrics visible in one place allows our leaders to immediately see when something doesn’t make sense—whether it’s margins declining, labor costs rising, or expenses falling off unexpectedly—and then drill in to understand why. That level of visibility has changed how budgets are reviewed and explained.”
– Lovejeet Johal
Looking Ahead
Senior Services of America continues to expand its use of the platform. Next steps include integrating additional operational systems to bring in labor hours, comparing budgeted hours to actual hours and occupancy, and expanding analysis to further support pricing and staffing decisions. Visual dashboarding to help executive teams understand KPIs prior to reporting is another area of interest.
About ProLytics
ProLytics helps finance teams modernize planning, reporting, and decision-making through practical, scalable FP&A solutions. We partner closely with our clients to deliver faster time-to-value, better insights, and processes that grow with the business.
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