Lifecycle of a BI Report

Have you ever wondered about the intricacies behind BI report creation?

What appears as a straightforward Tableau or Power BI dashboard can be significantly more complex, particularly when catering to a large audience.

Crafting a stellar BI report isn't just about knowing the numbers. It's about blending the world of business insights with the nitty-gritty of data.

And guess who plays the wizard in this tale? The Business Analyst! They're the ones connecting the dots between the business's needs and the developers' tools within the BI framework.

Join us as we unravel the journey of a BI report through the eyes of a Business Analyst.

Ready to dive in? Let's go! 🚀

Getting Started with BI

Imagine you're a chef. You've got the best ingredients, but no recipe. Or, you have a detailed recipe, but no ingredients. Sounds challenging, right?

Similarly, grasping business operations without delving into the depths of data can leave one wandering. On the flip side, having a treasure trove of data without understanding the business can be like chasing shadows.

Meet Sam. Fresh on board as a Business Analyst for the global fashion giant, "Y"

(I thought of "X", but we can’t use that anymore 😉)

Sam's mission? To be the bridge between the business experts and the BI whizzes. His first quest is to immerse himself in the universe of Y - to decode how the company ticks, the range of trendy products they offer, and their revenue-spinning secrets.

But that's just one side of the coin. Simultaneously, he's got to unravel the mystery of Y's data. How is it stored? What are the main data sources? Is the information tucked away in an enterprise data warehouse, a data lake, or in relational and non-relational databases? or spread across all of them?

Only when Sam marries these two worlds is he truly ready to play his part in crafting a BI report.

Gathering Requirements

Imagine you're building a dream house. You wouldn't start without a plan, right? Similarly, BI reports aren't whipped up out of thin air; they're meticulously designed to cater to the specific needs of a business.

Think of the business as a diner at a restaurant and the BI team as the chefs. The diner places an order, and the chef crafts a dish that satisfies their craving. To make that perfect dish, the chef must understand the diner's palette.

For Sam, it's like piecing together a puzzle. He needs to outline the necessary metrics, their definitions, calculations, and data classifications. Additionally, he must document other crucial details—such as assumptions, constraints, and the frequency of data refresh.

But here's the trick: Sam can't do it alone. He dives deep into discussions with the business stakeholders leading to negotiations concerning the scope. Partnering with developers, he estimates the effort and eventually plans the budget and timeline.

With the requirements locked, the stage is set. The journey of BI development begins.

Identifying Datasets

With a clear roadmap in hand, Sam's next mission is a deep dive into the world of data. Picture him as a treasure hunter, sifting through myriad datasets to find those golden nuggets that'll power the report.

Tapping into his data savvy, Sam begins his quest to pinpoint the exact datasets he needs. But there's a twist in the tale: data isn't always neatly packed in one box. Sometimes, it's scattered like puzzle pieces across various systems.

Enter the Data Engineer, the unsung hero in Sam's adventure. Think of them as the master assembler, bringing all those scattered puzzle pieces together. The Data Engineer weaves the data threads, ensuring everything is gathered in one cohesive tapestry, ready for the next stage.

Developing Prototype

Imagine you're trying out a new recipe. Before hosting a big dinner party, you'd probably do a test run, right? That's precisely what a prototype is in the world of BI: a test run to get things just right.

Sam, with his crew of Data Engineers, Data Scientists, and BI Developers, rolls up his sleeves to craft this trial version. They're not diving deep into the BI universe just yet; instead, they're creating a teaser—a sneak peek. They use a snapshot of data, maybe from just a week or a month, to spin up an initial visual representation.

And here's where the magic happens: once their prototype is ready, they unveil it to the business stakeholders. These stakeholders don their critic hats, evaluating everything from the accuracy of the data to the smoothness of dashboard functionalities like filters and drill downs. They might even play favorites, choosing one chart type over another.

But Sam knows this feedback is golden. It's the secret sauce to making a BI report that truly shines. He rallies his team again, tweaking, refining, and reshaping the dashboard based on the feedback. There might be a few rounds of this back-and-forth, but perfection takes time.

Once the final nod of approval comes from the stakeholders, it's a go-go for Sam. He's off to the races with the final development.

Final Development

The ingredients are now prepped, the recipe's been tested, and now it's showtime!

That's where Sam and his team of Data Engineers, Data Scientists, and BI Developers find themselves now. Having decoded the business's wishlist and navigated the twists and turns of prototypes, the path ahead is crystal clear. This is their comfort zone; they've been here before and they're seasoned pros. But while the blueprint is set, it’s the final touches that will elevate their BI report to a masterpiece.

Maintaining a strong and secure data connection is the backbone of this stage. Thanks to the meticulous planning and iterative prototypes, the process is smooth sailing. Yet, even in this well-charted territory, the team remains laser-focused. Every tiny detail, every subtle nuance, is polished to perfection, especially given the spotlight this final product will be under.

Remember, it's not just about crafting a BI report; it's about creating one that's both resilient and reliable, a beacon of trustworthiness in the world of data.

And where do all these final tweaks happen? Right within the enterprise’s BI development environment. Once perfected, it's shipped off to the testing or QA environment, ready for its final audition.

Testing

Picture this: Sam has just baked what might be the perfect cake (dashboard). But before serving it up for the big party (the business), he wants to make sure every slice is just right.

Enter the world of testing, a two-part saga of QA and UAT.

First up, the Quality Assurance (QA) phase. Here, Sam is both the chef and the critic. With a checklist crafted from his in-depth chats with the business, he examines every detail of the dashboard. He's on the lookout to ensure it's in sync with the agreed-upon prototype and functions like a dream. As he sifts through each test cases, he'll mark them as a pass or a fail.

Any hiccups? Back to the kitchen (his crew) for tweaks.

Next, the User Acceptance Testing (UAT). This is where the real diners — the business users — get a taste. They’re the everyday users of this dashboard, so their feedback is gold. They'll check if the report is seasoned with all the insights they need and aligns with the acceptance criteria within project's scope.

Once they give a thumbs up, it's celebration time! The rigorous development journey comes to a fruitful end, and in techie speak, Sam's team has whipped up a Minimum Viable Product (MVP).

Handover

With the MVP ready, it's time for the grand crescendo: the handover.

The dashboard, having aced its tests, is all set to move from the test or QA environment to the spotlight of the main production environment.

But for our maestro Sam, the final note hasn't been played yet.

Picture a compass guiding explorers on an adventure; that's what Sam's next task is akin to. He crafts support documentation for the business users, illuminating the nooks and crannies of the dashboard. This compass will explain metric definitions, dashboard functionalities, information on the data, and assumptions. And the cherry on top? Embedding this documentation right within the dashboard, ensures users don’t have to embark on a treasure hunt to find it.

Why all this effort, you ask? Simple. Sam's dream is to craft a dashboard that isn't just functional but also a joy for business users to interact with.

Monitoring & Support

Now that the ship has sailed on its maiden voyage 🚢, celebrations are grand, but for the captain, the journey has just begun. Similarly, with the dashboard live and bustling with activity, Sam is still on the clock.

His vigilant eyes ensure the dashboard refreshes regularly, offering users updated insights. He's the guardian, ensuring the dashboard sails smoothly, free from glitches and errors.

But there’s more to Captain Sam’s duties. He stands as the beacon for those navigating the dashboard's waters. By establishing a robust support system, he ensures that help is always at hand for users. Whether they've hit a snag, need clarification, or just want to learn more, they know Sam's got their back. This lifeline, be it through email or phone, is their direct line to solutions and clarity.

And this isn’t just a one-off setup. This reliable process is a staple across all the dashboards crafted by Sam’s crew.

So, with Sam at the helm, business users are not just equipped with a tool but also the confidence that they're supported every step of the way. In ensuring seamless experiences and swift resolutions, Sam champions unwavering customer support.

Improving by Feedback

Thanks to the customer support system Sam gets to hear all the problems users face. Based on what he hears he consolidates common issues and shares them with his crew, turning feedback into actionable improvements. Think of it as polishing a gemstone, ensuring it shines its brightest.

With such attentive care, the dashboard doesn’t just stay functional; it evolves, becoming better with each tweak. This commitment to continuous improvement ensures that the dashboard remains not just good, but truly great.

Sam's mantra? Don't just build it; perfect it. And that's the magic.✨

Let’s Connect: https://www.linkedin.com/in/ishaan-raj-tba/