For our entity of 2000 employees we currently deliver ca. 20 different regular monthly reports including
information on HR data in different amount, configuration and for different purposes. The recipients of
the reports are HR managers responsible for different functions, but also teams responsible for analytics
in finance department. We also send some reports to legal, EHS and general services departments.
The preparation of these reports is very time consuming, requires a lot of attention to detail and specific
knowledge since the reports are prepared manually based on the system data. Every month we prepare
the reports from scratch. In many of them we send similar or same data, but in different format. To
prepare all the reports, we need two full working days of two specialists as currently nobody has the full
knowledge how to prepare all the reports. Another problem is that all reports we need to prepare
before the 5 th working day of the month.
HR director expects from us a plan to improve data quality and timeliness. We would also like to
improve the efficiency of the reporting activity in our team. We will present the recovery plan proposal
during next leadership team meeting.
Please prepare max. 15 min. presentation of the improvement plan in the format of your choice and
present it during our meeting.
Introduction (1 min)
Briefly explain the current situation: 20 different monthly reports, time-consuming manual preparation, and the need for improvement in data quality, timeliness, and efficiency.
Problem Analysis (2 min)
Time-consuming manual report preparation
Knowledge silos among specialists
Similar data in various formats
Strict deadline of 5th working day
Proposed Solutions (7 min)
Automation and Standardization (3 min)
Implement a reporting tool to automate the report generation process
Standardize data formats and templates across all departments
Define and use consistent KPIs and metrics
Training and Cross-functional Collaboration (2 min)
Cross-train specialists to prepare all reports
Foster collaboration between HR, Finance, Legal, EHS, and General Services departments
Data Quality and Timeliness (2 min)
Establish data validation processes and quality checks
Schedule report generation and delivery to ensure timeliness
Expected Outcomes (2 min)
Time savings: Reduce the time required to prepare reports from 2 days to just a few hours.
Improved data quality: Standardized formats, validated data, and consistent metrics.
Enhanced collaboration: Cross-trained employees and better coordination between departments.
Meeting deadlines: Timely delivery of reports by the 5th working day of the month.
Implementation Timeline (2 min)
Month 1-2: Evaluate and select an appropriate reporting tool.
Month 3: Implement the chosen tool and standardize report templates.
Month 4: Cross-train employees and establish collaboration processes.
Month 5: Implement data validation and quality checks.
Month 6: Full rollout and ongoing monitoring and improvements.
Conclusion (1 min)
Emphasize the benefits of the proposed solutions: improved efficiency, data quality, and timeliness.
Highlight the importance of leadership support in implementing the improvement plan.
Offer to address any questions or concerns from the leadership team.
