From Data Sources to Dashboard

Turning complicated spreadsheets and time-consuming reporting processes into practical, reliable business solutions.

Many businesses depend on Excel to manage, analyse and report important information. Over time, however, spreadsheets can become increasingly complicated, difficult to maintain and heavily dependent on the knowledge of one or two individuals.

Information may be collected from several different systems, manually combined, cleaned up and reorganised before it can be used to produce reports. The process can take hours, or even days, every month. It can also be difficult for someone new to the role to understand how everything works.

At DTI, we work with businesses to review these processes and, where appropriate, develop Excel-based solutions that make information easier to manage, analyse and report.

Our aim is not simply to produce another spreadsheet. It is to develop a system that works for the business and the people who use it.

 

Understanding Your Business Comes First

Before developing any solution, we need to understand exactly what you are trying to achieve.

This involves working closely with the people who use the existing system to establish where the information originates, how it is processed, what difficulties arise and what the final reports need to communicate.

We also need to understand the terminology, working practices and reporting requirements specific to your business.

This stage involves detailed discussions, plenty of questions and a thorough examination of the existing process. It is often the most important part of the project.

Only when we have a clear understanding of the requirements can we begin designing an appropriate solution.

 

Developing a Practical and Reliable Solution

Once the requirements have been agreed, we can begin developing and testing the new system.

Depending on the project, this may involve using Excel's Power Query facilities to collect, clean and combine information from different sources, reducing the need for repetitive manual preparation.

We then structure the workbook to distinguish between the underlying data and the information people actually need. This may involve Excel Tables, PivotTables, slicers, formulas, data validation, conditional formatting and other appropriate facilities.

Particular attention is given to making the system intuitive, controlling where users can make changes and protecting important calculations from accidental alteration.

Where the source data and reporting requirements permit, a process that previously required substantial manual work may be reduced to refreshing the data and reviewing the resulting reports.

The finished solution is tested, documented and reviewed with the people who will use it.

 

Training and Ongoing Ownership

Developing the workbook is only part of the service.

We also work with the key users, and where appropriate their managers, to explain how the system operates, how information is updated and how the reports should be interpreted.

Our objective is to ensure that your staff understand the solution, are confident using it and can take responsibility for its routine operation.

By combining spreadsheet development with practical training and documentation, we aim to reduce unnecessary dependence on external support.

 

The Value of Getting It Right

Consider a real example from one of our clients.

A member of staff was spending approximately three to four working days every month preparing a financial report for senior corporate management.

After spending seven working days examining the process, understanding the reporting requirements and developing a replacement Excel-based system, we reduced the preparation time to approximately one hour per month.

That project was completed eight years ago, and it illustrates how improvements to a recurring business process can deliver substantial savings over time.

The benefits can extend beyond the time saved. They may include more consistent reporting, fewer opportunities for manual errors, easier handovers between staff and additional Excel skills that employees can apply elsewhere in their work.

 

What Does a Project Involve?

Every business and every spreadsheet is different.

A relatively straightforward project may take only a few days. More complex assignments can require several days of investigation, development, testing, documentation and training.

We will discuss your requirements, explain the work involved and agree the scope and commercial arrangements before proceeding.

Our focus is on developing a solution that is appropriate to your business, rather than making unrealistic promises about what can be achieved.

 

Let's Discuss Your Requirements

If your business relies on a spreadsheet that has become difficult to use, takes too long to update or no longer meets your reporting needs, we would be happy to discuss the problem with you.

Contact us at info@dti.ie to arrange an initial discussion.