Improvement of reporting process for an IT agency
We prepared a reporting model for investors that shortened the document preparation time from 4 days to 1.5 days.
The Koduj.pl team struggled with excess manual work when reporting results to external investors. Civil Strategy implemented a unified data flow system, which eliminated errors and shortened the process by more than half.
The challenge
Before our arrival, the agency's finances were reported in dispersed spreadsheets. The head accountant had to spend as many as 4 business days at the end of every month to collect data from projects, count hours, and generate a file for the board.
The problem was that the data was already outdated the moment it was sent. There were calculation errors, which raised unnecessary questions from investors and lowered trust in the reliability of the reports.
Our approach
Our team, consisting of 3 consultants, started with an audit of communication channels. We noticed that 87% of data was sent in unstructured emails, which generated chaos.
We proposed a transition to a centralized data hub. Instead of waiting for the end of the month, we implemented weekly synchronization, which allowed for real-time monitoring of project budgets without the need to search through archives every time.
The solution
We built a report template based on a standardized schema that automatically pulls data from the task management system. We introduced a rule: all data must be plugged into the main register by 12:00 PM every Friday.
Thanks to this, when it came time to prepare the monthly report, most of the work was already done automatically. All that remained was verifying the consistency of the numbers by a dedicated analyst, which significantly reduced the risk of human error.
Results
Thanks to introducing clear verification rules and automating data collection, the agency saved about 7.5 business days over the quarter. The process became predictable and fully transparent for external recipients.
Timeline
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March 2024Audit of document flow in the office
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April 2024Implementation of a central data register
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May 2024Staff training on new reporting standard
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June 2024First full report generated in the new system
"I was skeptical about changes because I thought it was just another form. However, I was surprised by how transparent our data became in just 3 months."