Enhancing Data Reliability and Efficiency in L&D: A Journey from Manual Errors to Automated Insights
Executive Summary
A global bank partnered with The Learning Data Agency (LDA) to improve the reliability and usability of their monthly L&D reporting. The LDA developed a solution using Power Query in Excel, which minimised manual errors, saved hours on report building, and enabled ad-hoc analysis. The improved reporting process provided a strong foundation for future migration to Power BI.
Introduction
The bank's L&D team produced monthly reports using Excel, which involved pulling data from the LMS, processing it, and outputting it in Excel. However, the team faced challenges with data reliability, usability, and efficiency.
The Problem
The Excel report was cumbersome and difficult to use due to its size and the storage of all data within the report. Applying slicers would cause the document to crash, making it impossible to drill down into the data. Additionally, there was little trust in the accuracy of the metrics, which varied from month to month. The team lacked a universal definition for the metrics, leading to inconsistencies.
The Solution
The Learning Data Agency conducted workshops to identify the root causes of the misunderstandings and inconsistencies. They discovered that some metrics were redundant, while others lacked clear definitions. The LDA worked with the team to create a data dictionary, ensuring everyone had a shared understanding of the metrics.
To address the usability and efficiency issues, the LDA explored various dashboard options, including a bespoke Rshiny dashboard and Power BI. However, due to the client's requirement to keep the solution within the team's capabilities, the LDA opted to use Power Query in Excel. This approach allowed data to be stored separately from the report, making it lighter and more usable. Power Query also standardised the data manipulation process, reducing the potential for human error when handling large datasets.
The Outcome
The implementation of Power Query in Excel significantly improved the reliability and efficiency of the monthly reporting process. The standardised data manipulation reduced manual errors and saved hours every month on report building. The lighter, more usable report enabled ad-hoc analysis, which was previously impossible.
The improved reporting process not only addressed the immediate challenges but also laid the groundwork for future migration to Power BI. The use of Power Query in Excel ensured that the business could easily transition to using Power BI dashboards when internal project constraints allowed. By considering the client's specific needs and constraints, the LDA delivered a solution that empowered the L&D team to manage their reporting process more efficiently and reliably.
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