PoweBi Dashboard Update

Process Review

Review actual dashboard to identify possible changes in the actual data vs last week data. Take a
screenshot of if to compare for each new weekly update.
Once the date has been reviewed, let´s go to our Dynamics365 to recap the information that must be
updated.

1. On Dynamics365, go to Opportunities, and then to My Office Open Opportunities without

activities for 120 days. There will display the information that shows us the owners and the
account without activities. We will compile the data by business unit (Regulations, Corporate and
Funds) and we will integrate these into an Excel sheet, which will be our basis for the
development of the tables.
2. We will carry out the same process from Dynamics365, but this time focused on open
opportunities without established mandatory fields. The mandatory fields are those already
known as general customer data, etc.) We go to My Office Open Opportunities without
Mandatory Fields, and there we will be disclosed those that keep this information absent, and
once again we will extract the information sectioned by business unit (Regulations, Corporate and
Funds.
3. The next category refers to all the opportunities that we keep in the system without any estimated
percentage of revenue. If they are open, this affects our dashboard by showing inconsistent sales
information which will not allow us to draw the necessary sales strategies to reach the goal. So, in
this part (same in our Dynamics365 dashboard) we go to My Business Open Opportunities, here
we will see all the open, won or lost opportunities. Therefore, we will start filtering by only the
ones that are open now. Go to Status, check Open and apply to start filtering. Once the open
opportunities are displayed, we can obtain this information in two ways, either by applying
another filter by Opportunity Type -so we will only see those corresponding to each business unit-
or without applying these filters and reviewing those that do not have Est. Revenue and placing
them individually in our Excel sheet and thus make the sum by corresponding unit.
4. The last box with information that we will be making will be all those opportunities with past
expiration dates. So, we're going back to My Business Unit Opportunities, filter the Status and
start making of counting each opportunity by checking the Actual Closing Date column, and we
make sure that the dates are updated, otherwise we can collect the information and thus we are
compiling the information within our Excel page. We can further filter each column to do it
according to Business Unit, or the owner of each account.
Once the information is in Excel, we will make pivot tables of each item of Open Opportunities by
objective and distribute it to the team to make the necessary updates.
Automation of Routine Tasks:
Implement task management tools and software to automate routine activities such as meeting scheduling,
to-do tracking, and document management.
Use reminder and alert systems to ensure important deadlines aren't missed.
Organization of Documents:
Establish an efficient document management system to store and organize key information such as
meeting minutes, financial reports, and strategic documents.
Use cloud storage platforms to facilitate remote access and real-time collaboration. Create on Share Drive
point just for Board Meetings
Monitoring of Key Indicators:
Define key performance indicators (KPIs) to assess efficiency in board management and adjust processes
as needed.
Confidentiality and Security:
Implements information security policies and conducts cybersecurity training for the team. It uses
encryption tools for communication and stores sensitive documents securely.
Logical Categorization:
Organize resolutions into logical, specific categories. These can be categories based on topics, dates,
departments, or any criteria relevant to your organization.
Set access levels to ensure that only authorized people can view or modify resolutions. This is crucial to
maintaining the confidentiality and integrity of the information.
Periodic Audits:
Perform regular system audits to ensure file consistency, accuracy, and security. Identify and correct
potential problems before they become obstacles.