Transforming Data Insights and Decision-Making at Global Ecommerce Brand with Power BI
Key Impact Snapshot
Reduced Reporting Lag
from 9 day lag to twice daily refreshes
Significant Cost Savings
A single report resulted in a one-off credit from a vendor, covering the entire two-year implementation and support fees
Enhanced Vendor Performance
Ability to measure and act on vendor KPIs performance data, improving customer experience
Improved Business Performance
Better access to information allows employees to focus on solving problems rather than preparing data
Quick Drill-Down Capabilities
Ability to quickly drill down into unexpected performance issues and identify drivers
Client Overview & Drivers
Founded in 2006, this billion dollar global ecommerce brand has established itself as a pioneer in outdoor gear, crafting durable coolers and drinkware that resonate with adventurers, professionals, and outdoor enthusiasts alike. They expanded to Australia in 2017 quickly becoming a household name nationally.
As the holiday season of 2022 approached, Christmas was only three months out, this company was faced with unprecedented challenges. Data volumes surged, causing a strain on existing systems. At the same time, the company experienced rapid growth, with an expanding customer base and sales figures skyrocketing. Despite this success, the company was still facing a level of uncertainty stemming from an inability to effectively forecast and respond to evolving market dynamics held back by their legacy systems.
These factors collectively led the Finance and Operations Director, and the executive team to recognise the need for a robust business solution.
This case study explores this brand’s journey with Power BI and their collaboration with Pi on a Plate to revolutionise their data management and decision-making processes.
Business Obstacles and Reason for Partnering with Pi on a Plate
This ecommerce company encountered significant obstacles and complexities in their data management processes, leading to the critical need for a more robust solution.
These obstacles included:
- Data size exceeded Excel’s capability, leading to files taking hours to process and frequent crashes.
- Difficulty in triaging results and identifying underlying trends due to the inability to consolidate data from multiple sources.
- A significant nine-day lag in reporting impeding timely decision-making.
In addition to these challenges were the complexities arising from their legacy data sources:
- Data integration across various finance systems, local and head office ERPs, and Excel spreadsheets required harmonisation.
- Incomplete, inconsistent, and misaligned data across different sources.
- Reporting operated on a 5-4-4 calendar structure, with custom definitions for months not natively supported in Power BI.
- Sales data definitions varied, with adjustments needed for sales date recognitions and the inclusion or exclusion of specific sales types.
To overcome these challenges, they needed exceptionally high levels of dynamic reporting, with most reports offering users the ability to customise live reports to individual requirements and ad hoc requests.
The decision to partner with Kirsty and adopt Power BI was strategic and driven by several factors. The finance and operations director, having collaborated with Kirsty in the past and acknowledging her deep expertise in both financial and operational domains, recognised her as the ideal partner for this project. Kirsty’s proven track record and advanced proficiency in data analysis technologies made her well-equipped to address the immediate challenges. Furthermore, Power BI’s robust data processing and real-time insights capabilities aligned perfectly with their business needs, making it a strategic move to support their growth and overcome their data management obstacles.
The Approach and Collaboration
The collaboration between this global brand and Pi on a Plate was characterised by a structured approach and seamless integration of expertise. Recognising the urgency of their data management challenges, the approach began with a clear focus on replacing existing Excel reports with Power BI solutions. This involved ensuring a like-for-like content availability to maintain consistency in filters and time periods while maximising Power BI functionality, such as cross-filtering and drill-through capabilities. Additionally, the aim was to simplify data accessibility through the implementation of a user-friendly interface, guided by Kirsty’s 3x3x3 approach to UX design.
| Data Sources | Direct link to cloud-based data warehouse |
| Direct links to cloud applications | |
| Direct links to open-source web data | |
| Spreadsheets for custom non-systemised data and operational templates (ie. forecasts) |
To meet the looming December deadline, the initial phase prioritised addressing the basics, focusing on essential reporting areas such as:
- Sales data
- Budgeting
- Google Analytics integration
Subsequent phases followed a strategic progression, balancing the need for risk reduction, business growth, and maximising investment return in Power BI.
The order of implementation was meticulously planned, with an emphasis on addressing the next highest risk area while advancing the analysis of existing data imports. This approach ensured a balanced and systematic approach to the implementation process, allowing for continuous improvement and adaptation to evolving business needs.
Throughout the collaboration, Kirsty’s unique blend of a strong financial background, technical expertise, and proactive problem-solving approach played a pivotal role. Her ability to integrate these skill sets enabled effective communication and alignment between the financial and technical aspects of the project.
“What I appreciate about Kirsty is her ability to seamlessly blend a strong financial background with technical expertise and a proactive approach to problem-solving.”
This collaboration fostered a productive on-going working relationship, driving the successful implementation of Power BI solutions across various reporting areas, including:
- Sales Performance Analytics
- Weekly Sales Analytics
- Sales Rep & Customer Performance
- Downstream Sales Reporting
- Financial and Margin Reporting
- Stock Reporting
- Demand Planning
- Logistics Analytics
- Distribution Analytics
The Results
The implementation of Power BI yielded immediate benefits across two pivotal fronts. Firstly, it established a singular source of truth, ensuring the precision of data and instilling confidence across the organisation.
Secondly, the platform afforded comprehensive visibility, offering real-time insights into sales, website performance, and conversion rates. These newfound capabilities have empowered the team to engage in informed dialogues across departments and make data-driven decisions essential for propelling their organisation towards success. The platform’s ability to consolidate diverse data sources, including order data, Google Analytics, warehousing, and logistics, elevated its role within the organisational infrastructure.
The cost savings for our client extend far beyond a single one-time reduction. By integrating logistics and distribution data with sales information, this client gained valuable insights into labour and space efficiencies and improved third-party logistics (3PL) accountability. This data-driven approach eliminated opinion-based discussions with vendors, providing substantiated reports that highlight vendor performance and operational inefficiencies. Findings included but were not limited to, consistent failures to meet shipping KPIs, improper packing practices, and costly mistakes in box sizing. These insights have enabled our client to address and resolve various process and behavioural issues, leading to significant one off and ongoing savings.
Aligning Business Requirements with a Robust Technical Solution
This client advises organisations considering integrating Power BI to fully embrace the platform, acknowledging its holistic nature. He stresses the importance of incremental progress in the implementation journey, highlighting how the platform’s effectiveness becomes readily apparent with the incorporation of additional data sources and information. When recommending Pi on a Plate, he highlights Kirsty’s adept problem-solving abilities, her expertise in comprehending both commercial and technical aspects, and her ongoing dedication to staying ahead of evolving technologies.
“Kirsty is a proficient problem solver. She delivers tangible, real-world impact rather than merely acquiring something for the sake of having it; her work genuinely makes a substantial difference. Her crucial ability lies in comprehending both the technical issues and the commercial aspects, ensuring a well-rounded and effective approach.”
This leading global ecommerce brand’s adoption of Power BI, facilitated by Pi on a Plate, serves as a testament to a successful overhaul in data management, decision-making processes, and overall business efficiency. This collaboration exemplifies the power of aligning business requirements with a robust technical solution, yielding tangible and transformative results.