The existing reporting system was based on an infrastructure that had evolved over time:
Sales and management reports were generated on a local server by extracting data from Microsoft Dynamics 365 via interfaces and then formatting it into Excel files. The reports consisted of extensive tables with many individual values and were regularly distributed via email. Although the analyses were relevant for sales and management, their usefulness was limited: key metrics had to be interpreted manually, updates were usually made only weekly or monthly, and different reports used different data structures.
The goal, therefore, was to implement a modern, cloud-based reporting system that provides up-to-date data, visually illustrates trends, and better supports decision-making within the company.
The existing reporting system was analyzed in its entirety to understand data sources, existing reports, and the requirements of the various user groups. Based on this, a centralized reporting ‑Architecture developed with Microsoft Power BI.
In the first step, all existing reporting processes were examined. These included both automated data exports from Microsoft Dynamics 365 and Excel reports that were generated on a local server and then distributed via email.
It became apparent that many reports used similar data but had different logics and structures. The existing reports were therefore systematically analyzed and broken down into their underlying metrics, dimensions, and data sources. This analysis formed the basis for a consolidated reporting architecture.
Workshops were then held with various stakeholder groups. These included both management representatives and operational users from the sales department, as well as a data owner with a detailed understanding of the underlying data structures.
During these workshops, key questions were identified: Which metrics are truly relevant to the company? Which analyses are needed on a regular basis? And what information must be available for both operational and strategic purposes? Based on this, the requirements for the new reporting system were precisely defined.
Based on the analysis and the workshop results, a consolidated data model was developed. In this process, key analytical dimensions—such as employees, location, and product—were clearly separated from the actual metrics.
In addition, an expanded time model was developed that allows for flexible comparisons across different time periods. This enables users, for example, to compare current developments with earlier periods or to analyze trends over several months. This structure forms the technical foundation for consistent key performance indicators that can be analyzed flexibly.
The actual reports were then implemented as interactive dashboards in Microsoft Power BI. The focus was on clearly presenting key business metrics visually.
Users can analyze metrics across various dimensions, flexibly compare time periods, and use drill-down functions to navigate from aggregated metrics down to individual data records. This transforms a static table-based analysis into an interactive analytical tool that can be used for both operational decisions and management analysis.
To ensure that the reporting is actually used in day-to-day operations, the dashboards were integrated directly into Microsoft Dynamics 365. This allows sales representatives to access the analyses within their CRM system and immediately translate insights into operational actions.
In addition, relevant information was made available via Microsoft Teams. This means that important events—such as new contracts—automatically appear in the team. This integration ensures that reporting is not used in isolation but is instead integrated into the company’s daily work processes.
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