A major European software provider.
A major European software provider.
Precise and real-time reporting is a must-have for any growing company. Ongoing monitoring of KPIs is key to assessing business health and performance.
While customized Excel reports suffice for many organizations, a more advanced solution is necessary for sustained growth. This is why our client reached out to us.
The company, a leading European software provider, works with clients worldwide and has multiple divisions and services to manage. As employee and client numbers grew, they needed better reporting capabilities for precise, real-time insights into their operations.
The goal of the project was to create an advanced BI solution allowing users to optimize and measure multiple processes, such as company financials, sales pipeline management, and service delivery. The reporting solution was part of a bigger transformation initiative aimed at streamlining operations.
We began with an in-depth discovery phase to map out the data landscape. Our experts identified the necessary data sources and integrated them into a single Azure cloud-based data warehouse using APIs. This step included data cleaning and standardization to ensure efficient processing.
It soon became clear that to prepare a BI solution, we needed to standardize not just data, but also processes. For example, defining headcount measurements required agreement on specific metrics. Should we measure staff numbers on the first day of the month or the last? And what about the attrition rate – what timescale should we use to measure it?
These dilemmas highlighted the importance of documenting processes in writing. This way, they were standardized across the organization and clear to all stakeholders.
Modernizing the client’s data went beyond unification. As is the case with many companies, a lot of data was kept in Excel files. Although we could visualize data directly from Excel, this would make data analysis more resource-consuming. Instead, we connected data to a database, cleaning it first.
We optimized data sourcing through automation and cross-referencing. Main data is contained in Excel files exported from business systems (e.g. accounting software). The necessary attributes are assigned automatically. The final files are then sent to the database, which forms the source for Power BI. This approach guarantees traceability. If there are any errors or doubts as to where certain data came from, the source files can be audited with the necessary permissions.
Users’ systems often have automatic presets for applications depending on the time zone or whether they use a desktop client or an online version of an application. Consequently, when multiple people work on the same file, it is easy to make spelling or formatting errors.
To avoid such inconsistencies, we used Power Apps instead of Excel as an input tool. A set of rules protected the Power App from input errors, e.g., only allowing particular data types in certain cells. This solution provided the necessary functionalities in a user-friendly way while guaranteeing data consistency and limiting process errors.
We manage data from multiple sources using a single ID, allowing prepopulation from all relevant systems. If any changes need to be made, the client just needs to make the change in the core file, and the change is then synchronized back to the source systems.
For the first dashboards, we focused on integrating the HR system and time management tools. We built custom data models to provide the required insights. Based on those models, we developed reports on recruitment, staffing needs, and project performance, using visualizations that aligned with the client’s branding. This stage allowed us to refine the solution before adding new sources and reports.
Next, we integrated the CRM system to generate sales and service delivery reports. Additionally, we created financial performance visualizations to provide comprehensive visibility across customer and project lifecycles. We also prepared interactive P&L statements.
To meet compliance and transparency requirements, we used fully transparent ETL processes instead of machine learning algorithms, ensuring explainable and controllable data flows. This is especially important in finance departments and stakeholders responsible for budgets.
Excel-based databases and reports are still frequently used and will likely continue to be for some time. However, through smart automation and cloud-based integration, organizations can gain customized, next-level data solutions and improve their visibility into the business.
Creating the initial solution took about four months. As the client’s business evolves, we provide ongoing support for new reports and data sources.
By integrating data sources into a single system, the client now has improved visibility into operations and financials. Stakeholders can quickly review key data and make data-driven decisions. Verified data quality ensures accurate insights, enabling employees to focus on creating business value. Automation and optimized processes have minimized time spent on data entry and administrative tasks.
The client is now well-positioned to adapt to future challenges and opportunities. Their enhanced BI capabilities support strategic growth and operational excellence, ensuring they can continue to thrive and innovate.