The client, a professional services firm, relied on a manual, time-consuming process to generate monthly profit and utilization reports. Data had to be extracted from the PMS, cleaned, and cross-checked in Excel, taking up to 1.5 days per report. This not only consumed valuable time but also introduced a high risk of human error and inconsistencies. The lack of Automation and Data Visualization across systems caused delays in profit report delivery.
The client’s growing need for faster and more reliable reporting presented a strong opportunity to introduce Robotic Process Automation and Power BI. Difinity Digital partnered with the client to design a solution that could streamline their end-to-end reporting process, reduce human error, and deliver real-time visibility into profitability—enabling informed, timely decision-making.
Our client, a professional services firm, used a Project Management System (PMS) to track key metrics like project hours, invoices, and partner assignments. However, generating monthly profit and utilization reports was a manual, error-prone process. It involved extracting data in Excel, cleaning and validating it, and cross-checking multiple variables—often taking over a full day per report and risking accuracy due to human intervention.
Difinity Digital addressed the client’s challenges by delivering a fully automated, system-driven solution by integrating Power BI, Robotic Process Automation (RPA), and SharePoint. A custom RPA bot was developed for monthly data extraction from the client’s PMS. The data was then cleaned, transformed, and stored in a structured format within SharePoint. We then applied business logic using Power Query and DAX to calculate key metrics such as total hours worked, invoiced amounts, client-wise and partner-wise profitability, average hourly rates, and banked hour summaries. The Power BI dashboard was set to auto-refresh, ensuring stakeholders always had access to the latest insights. Additionally, the RPA bot automatically distributed report links to relevant stakeholders. The entire solution was successfully completed within a five-week timeframe.
“Our goal was to remove complexity and deliver clarity. Also, this project is a strong example of how RPA and Power BI tools can work in sync. By combining RPA for reliable and automatic data extraction, SharePoint for secure storage, and Power BI for real-time reporting, we built a complete solution—all within a five-week window.”
Manu George Michael, Director, Difinity Digital
–from Execution Team