How TAGIS is helping FMCo transform into a process-driven Facilities Management Company

The key challenge at FMCo was defining the structure of function-wise MIS reports as well as timely and accurate preparation of these reports. There were multiple sources for the data, i.e. Tally, Software dumps and manually maintained google sheets/excel sheets.

Data was not maintained in a consistent formats and nomenclature across the 7 business functions Human Resource, Business Development, Compliance, Procurement, Training, Operations & Accounts and profitability decisions can only be made after the data was consolidated and interlinked. Too much of the work was still being recorded manually, which meant that the compilation process for any analysis took a long time to be recorded and higher chances of manual errors.

This was holding FMCo back; they knew they could cater to a bigger market if they had the check on data sanity and ability to be more technology driven. The work done by Ruby solved the following major challenges for FMCo:

• Leveraging on the existing data formats of the Company
  
  With hyper growth for FMCo, many processes evolved and datasets were created by various teams. However many useful data-points were still sitting in old, scattered, back-of-the-envelope Excel sheets being maintained by individual functions.
  
  Ruby TAGIS team recommended certain consistency-oriented correction of formats in Excel / Google Sheets to make the data input process more robust and controlled. We further redefined the data in terms of transactions and masters and cleaned the masters, so that they could be appropriately used in a Data model for BI
• Reduction in the time intervals for report generation
  
  MIS report generation was a labour-intensive activity. 2-3 people from each business function spent around a week every month for compiling and generation of long MIS reports. Further, this was a long-delayed process.
  
  With automation of most of the compilation process, each function’s MIS preparer can update the report in a matter of few hours. Many of the reports which were generated only on a quarterly or monthly basis are now generated on a weekly basis, some of these can be generated daily too! While the report generation process has become more streamlined, it has also enabled a faster decision-making process.
  
  
• Data Consistency and Checks across Functions
  
  Data Consistency means that the nomenclature, formats, data maintenance are the same across the organization, which improves the usability of the data. To create and follow this is always a labyrinth task! We created data-entry formats that were more robust and built checks at multiple stages.
  
  Our TAGIS solution provided information about datatype mismatches, variations in data-entry and missing values quickly to the MIS preparer. Additionally, due to integrated and consistent datasets, cross-function KPIs were easy to build. E.g. Revenue which was calculated from Accounts dataset could now used in the Business Development, Human Resource and various other reports.
  
  
• Secure, Visual Reporting
  
  The more information we deal with, the more difficult it is to filter down to the most important bits. Ruby TAGIS team worked with FMCo team to boil down the reporting to key objectives and KPIs. We designed crisp visual reporting based on these large inter-linked datasets and calculations. The features of Microsoft PowerBI, such as quick drill-downs, slicing and dicing by multiple parameters, filters enabling only relevant data visible to relevant people were incorporated.
  
  
• When the data started telling a story
  
  The more information we deal with, the more difficult it is to filter down to the most important bits. With the TAGIS BI dashboards, its effortless for the team to have a comparison for the key parameters over the time period, for different regions and various functions. They are able to have horizontal and vertical splitting of the data at the granular level for the analysis or quicker explanations.
  
  With key visual insights and detailed explanations possible with drill-downs available with just a couple of clicks, the executive team’s ability to explain complicated analysis to the management in the highly charged MIS team meetings grew manifold.