Before implementation of a business intelligence system, identify the user groups and their needs.

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Before implementation of a business intelligence system, identify the user groups and their needs.

Analysts

Require spreadsheets and spreadsheet tools to quickly and conveniently carry out analyses according to specific expectations, including what-if analyses, scenario modelling. Write-back and the ability to archive data in both textual and numerical form is also important. Analysts require content tables and the availability of menu style options in report trees. In terms of flexibility, the key is to provide options for accessing level-three information with the ability to change individual variables (dimensions, axes). The system is to enable the design of individual analyses and reports (ad-hoc) and support their distribution. Analysts will receive added value through supporting analytical tools such as: “360˚ viewer” or “3D City”.

Executive management

Executives are always looking for answers to questions about what is happening in the organisation. A business intelligence system is supposed to not only provide answers to this question, but also explain why things are happening and where the current state will take the company in the future. Management needs easy-to-use consoles that present indicators, key reports and performance metrics at a glance. The information needs to reflect a factual state, based on consistent, real and as up-to-date data as possible. Image libraries (screenshots) that lead to relevant reports are essential for managers. The system should flexibly allow the analysis point of the company to be changed (easy transition from one piece of information to another, tracking of causes and effects, easy change of reporting criterion). It is equally important to present analyses at macro as well as micro level. Interactive drill-down analysis tools are very helpful for this. Executives should be able to send reports to other users electronically. It is worth remembering that, for managers, the number of options should be minimised as much as possible.

Managers

It is important for managers to know the current performance of the areas they are responsible for. One-touch reports with hierarchical levels of access to various data are helpful. The system should support scorecards and the generation of indicators, gap analyses or other performance metrics. It is very important for managers to be able to seek answers to questions about business performance. Self-service reporting is therefore crucial. Feedback should be included in a numerical or text format. At this level, the system should provide traditional budgeting and forecasting functions, including the ability to assess risk, and support MBO and strategic management.

Recipients and addressees of the reports

Most often, a simple format is sufficient to provide the right information. The system must offer easy navigation and should not require high computer skills to operate. Suggested BI formats are Executive Console, ‘One Touch reporting’ and ‘Tree reports’. It is better to dispense with complex Excel report types, favouring rather simple tables and chart options. Business Intelligence should use its own ‘workflow’ process, with all the rules for security, publishing and distributing reports.

Complete solution

A robust BI solution will meet the requirements of all of the above user groups, plus one additional one assigned to IT.

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