On-demand management information: the diagnostic

People need day-to-day access to information in order to perform. Information that is complementary to their monthly report, but designed to meet quite different objectives.

To define your management information requirements, we start with a diagnostic study. We review current information and reporting and make recommendations in the areas of process, content and format. This takes as little as 2-4 weeks, depending on the complexity of your organisation and the nature of your requirements.

Process – who and what is the information for? How will it be delivered?

Unusually, we start by answering the first of these questions.
The main objective of management information is to inform the short-term decisions and actions of managers.

For this they require the latest information at their fingertips - to view, drill down into the detail and undertake ad hoc analysis. This means access to ‘pull’ the information they need - this is not a ‘pushed’ report.

Typically, there are a large number of users, so the means of delivery is quite different to the monthly report. Access to a wide range of information is provided by an automated tool. On-screen via intranet or web, unlimited by location and time. Users then require analytical tools to trend, benchmark, correlate and forecast.

Content - what must it contain?

The content here is data - well presented, but without commentary and analysis. Users can then undertake their own analysis to generate insight.

Content is specific to each individual and function - it is not typically designed for a multi-functional team - and the key to success is maintaining focus. A bottom-up “everyone can access all the data” approach will simply overwhelm.

So we work with you to define what users really need, regularly and on an ad hoc basis. Regular information can be presented on pre-defined dashboards and the ad hoc needs will define the additional access rights and tools required by each individual.

Information is typically limited to past performance, but with frequent refreshment and the use of forecasting tools, the day to day actions of managers become well informed.

The use of a common database (or warehouse) maintains accuracy and consistency across the organisation. Since this database also provides the information for the monthly reports, this means a consistent focus on the organisation’s priorities, performance measures and key issues.

Format - how should it look?

Information is typically viewed on-screen and the same rules of effective presentation apply - the appropriate format for each type of data.

Pre-defined dashboards present the standard reports and people have the flexibility to build their own ad hoc reports and tailor the format to their preferred style.

Ideally, this facility allows users themselves to assemble dashboards from a library of graphical and tabular elements. A carefully designed library will greatly improve the chances of effective communication.

Common mistakes in dashboard design include exceeding the boundaries of the screen, including unnecessary decoration and over-using colour.

The next step is to make it happen.