Overview

Many organizations track critical business data in Excel. However, as time passes, inconsistent formatting, missing values, and manual data entry errors undermine reporting reliability. Our client and her team of solution implementers struggled with years of self-reported data spread across multiple worksheets with different data structures. Without a standardized approach, new columns were added, cumulative totals lacked consistency, and each quarter’s data went into separate sheets. As a result, analyzing the dataset or using it to track performance against key business targets became nearly impossible.

Our client needed a streamlined solution that could unify this data, automate reporting, and provide clear insights into client growth trends, regional performance, and progress toward their Big Hairy Audacious Goal (BHAG).

Key Challenges

❌ Inconsistent Data Formats – Every quarter, the team added a new sheet with that quarter’s data, with structural changes made over time. Different workbook owners over the years added new columns, changed the names of others, and added a major reporting point (Region) just a few years ago.
❌ Manual Data Entry Errors – Missing or inaccurate cumulative totals created reporting inconsistencies. Since the data was self reported by each member of the team, some quarters were missing some individuals’ results. Cumulative totals also sometimes decreased instead of increasing, without explanation.
❌ Lack of an Automated Reporting System – The existing approach meant that team members were only looking at the current quarter. They couldn’t view their progress over time without reviewing each sheet and shouldering the cognitive load themselves.
❌ No Forecasting Capabilities – Without a way to model future performance, the team couldn’t see if they were on track to meet their goals. Was reaching the BHAG possible? What would it take to achieve it?

Our Solution

To address these challenges, 8Bit Insights developed a scalable, automated reporting solution using Power BI, a free (for desktop) and powerful business intelligence tool. Because this was their only source of data, there was no need for complicated infrastructure. Our approach included:

1. Data Cleanup & Integration

We standardized the data structure across all historical worksheets, resolving inconsistencies in formatting and calculations. Using Power BI’s Power Query data transformation capabilities, we automated the process of merging all the quarters of data. We unified the names and formats of the columns included, appended the quarters together, and removed sensitive data that end users of the report should not be able to see. It took custom coding to add the sheet name date to the data, but this allowed us to add an “As Of” date to our final reports.

2. Automated, Interactive Reporting

Instead of static Excel reports, we built a dynamic Power BI dashboard with three core components:
✅ KPI & Trend Reporting – A high-level summary of key performance metrics, including client totals, capacity, and implementer counts by region and trends over time.
✅ Data Quality Insights – A report page highlighting potential anomalies, such as duplicate implementers assigned to multiple regions or unexpected outliers that might indicate data entry issues. This allows users to proactively clean their data at the source.
✅ Forecasting & Scenario Modeling – We implemented two forecasting models:

• AI-Driven Forecasting – Power BI’s built-in AI model projects future performance based on historical trends. This black-box modeling doesn’t allow users to understand what went into the forecast and they cannot manipulate it, even if they know that the underlying circumstances that generated the forecast have changed.
• Custom “What-If” Forecasting – We built a manual forecasting model allowing users to test different scenarios. For example, what happens if they add a certain number of new implementers this year? Or what if they add that number every year? How does increasing the average number of new clients per implementer affect long-term targets? This model allows our client and her team to hone in on how they can affect their future and what changes it could take to reach their goals.

3. Scalable & Sustainable Design

This was not a one-time report; we built it for long-term usability. New quarters of data can be added or data anomalies can be fixed and the dashboard will incorporate them into the analysis. Users are empowered to track progress with the latest data—without needing external support. Adding a new sheet to the data model does require a manual step from the client, and we recorded a tutorial video so she can do it herself.

Business Impact

✅ Increased Data Accuracy – The structured data model reinforces the need for data quality. This encourages users to submit their numbers so they can view their progress and compare themselves to their teammates. The data quality insights page also identifies data problems as soon as they enter the model, making it easier to fix and ensuring that reporting is accurate.
✅ Time Savings – An Excel reporting solution could have taken hours of manual data manipulation and cleaning. Power Query automates the data standardization and Power BI presents the insights and forecasts immediately.
✅ Real-Time Insights – The organization can now monitor trends as they develop, making proactive decisions rather than reactive ones.
✅ Strategic Forecasting – Team members can explore different growth strategies and understand their impact on business goals.

Why 8Bit Insights?

At 8Bit Insights, we believe in empowering organizations to take control of their data—not just providing a temporary fix. Unlike many consultancies, we:

• Are tech-agnostic, meaning we select the best tools for your needs rather than pushing a preferred vendor’s solutions.
• Are employee-owned, so every consultant is personally invested in client success.
• Focus on education and sustainability, ensuring clients understand their data and can maintain solutions independently.

Next Steps

Is your organization struggling with inconsistent, outdated, or unstructured data? Do you struggle with too much excel data and not enough insight? Let’s talk. Whether you need to clean and integrate legacy data, build automated reporting, or develop forecasting models, 8Bit Insights can provide a tailored solution that saves time, improves accuracy, and drives smarter decision-making.

📩 Contact us or visit 8Bit Insights to learn more.