agentic-data-stack-community
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AI Agentic Data Stack Framework - Community Edition. Open source data engineering framework with 4 core agents, essential templates, and 3-dimensional quality validation.
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# Excel to Dashboard Migration Workflow
# Migrating Excel reports to automated dashboards for small organizations
metadata:
workflow_id: excel-to-dashboard-migration
version: "1.0.0"
category: simple_brownfield
complexity: beginner
timeline: "2-3 weeks"
effort_hours: "40-60 hours"
risk_level: low
cost_estimate: "$50-200/month"
prerequisites:
- Basic Excel knowledge
- Administrator access to data sources
- Budget for dashboard tool subscription
target_audience:
- Small businesses with Excel-heavy reporting
- Departments relying on manual Excel updates
- Organizations needing real-time visibility
description: |
Transform manual Excel-based reporting into automated, real-time dashboards.
This workflow helps organizations move from time-consuming manual Excel reports
to automated dashboards that update automatically and provide better insights.
business_value:
primary_benefits:
- Save 5-15 hours per week on manual reporting
- Eliminate manual data entry errors
- Provide real-time visibility into key metrics
- Enable self-service analytics for stakeholders
- Reduce dependency on Excel expertise
roi_metrics:
- Time savings: 70-90% reduction in report preparation
- Error reduction: 95% fewer manual data entry mistakes
- Decision speed: Real-time vs weekly/monthly updates
- User satisfaction: Automated alerts and notifications
phases:
preparation:
duration: "3-5 days"
description: "Analyze existing Excel reports and select dashboard platform"
tasks:
- name: "Inventory existing Excel reports"
duration: "1 day"
owner: "Business Analyst/Report Owner"
deliverables:
- excel_report_inventory.xlsx
- report_usage_frequency.md
- data_source_mapping.md
steps:
- List all Excel reports currently in use
- Document report frequency (daily, weekly, monthly)
- Identify data sources for each report
- Note who creates and consumes each report
- Rank reports by business criticality
- Estimate time spent on each report
validation_criteria:
- All active reports documented
- Data sources clearly identified
- Time estimates validated with report creators
- Business priority ranking complete
- name: "Analyze Excel report complexity"
duration: "1 day"
owner: "Technical Lead"
deliverables:
- complexity_assessment.xlsx
- migration_feasibility.md
steps:
- Open each Excel file and document structure
- Identify complex formulas and calculations
- Note any VBA macros or advanced features
- Assess data volume and refresh frequency
- Document any external data connections
- Rate migration complexity (Simple/Medium/Complex)
validation_criteria:
- All formulas and calculations documented
- VBA dependencies identified
- Data connection methods catalogued
- Complexity ratings assigned
- name: "Select dashboard platform"
duration: "2 days"
owner: "Technical Lead"
deliverables:
- platform_comparison.xlsx
- recommendation_memo.md
- pilot_platform_selection.md
platform_options:
simple_options:
- name: "Google Data Studio (Looker Studio)"
cost: "Free"
complexity: "Beginner"
best_for: "Google Sheets, simple charts"
limitations: "Limited data connectors, basic calculations"
- name: "Microsoft Power BI"
cost: "$10/user/month"
complexity: "Beginner-Intermediate"
best_for: "Excel users, Office 365 integration"
limitations: "Learning curve for advanced features"
- name: "Tableau Public"
cost: "Free (public dashboards only)"
complexity: "Intermediate"
best_for: "Advanced visualizations"
limitations: "Data must be public, limited storage"
evaluation_criteria:
- Data source compatibility
- Ease of use for non-technical users
- Cost within budget constraints
- Available templates and examples
- Community support and tutorials
- Mobile accessibility
steps:
- Research platform capabilities against requirements
- Sign up for free trials of top 2-3 options
- Create sample dashboard with real data
- Test user access and sharing capabilities
- Evaluate total cost of ownership
- Select primary platform for migration
- name: "Create migration plan"
duration: "1 day"
owner: "Project Manager"
deliverables:
- migration_timeline.xlsx
- risk_mitigation_plan.md
- success_criteria.md
steps:
- Prioritize reports for migration (start with simplest)
- Create detailed timeline with dependencies
- Identify potential risks and mitigation strategies
- Define success criteria for each report
- Plan training schedule for end users
- Establish rollback procedures
implementation:
duration: "1-2 weeks"
description: "Migrate Excel reports to dashboard platform"
tasks:
- name: "Set up data connections"
duration: "2-3 days"
owner: "Technical Lead"
deliverables:
- data_connection_documentation.md
- connection_test_results.xlsx
connection_types:
simple_sources:
- Google Sheets (easiest migration path)
- CSV file uploads
- Simple database connections
- Excel Online (for Power BI)
intermediate_sources:
- Local Excel files (requires refresh setup)
- Basic SQL databases
- Cloud storage (Dropbox, OneDrive)
- Simple APIs or web data
steps:
- Start with Google Sheets migration for easiest wins
- Upload Excel data to Google Sheets or similar
- Test automatic data refresh capabilities
- Set up scheduled data updates where possible
- Document connection parameters and credentials
- Create backup connection methods
validation_criteria:
- All data sources successfully connected
- Data refresh working automatically
- Historical data properly imported
- Connection documentation complete
- name: "Recreate key reports as dashboards"
duration: "3-5 days"
owner: "Dashboard Developer"
deliverables:
- dashboard_designs.pdf
- interactive_dashboards (live)
- dashboard_user_guide.md
migration_approach:
start_simple:
- Begin with basic charts and tables
- Recreate most important visualizations first
- Add interactivity gradually
- Test with small user group
chart_migration:
excel_to_dashboard_mapping:
- "Excel Pivot Table → Dashboard Summary Table"
- "Excel Line Chart → Interactive Time Series"
- "Excel Bar Chart → Sortable Bar Chart"
- "Excel Pie Chart → Interactive Donut Chart"
- "Conditional Formatting → Color-coded Metrics"
steps:
- Create dashboard wireframes based on Excel reports
- Build basic charts matching Excel visualizations
- Add filters and interactive elements
- Implement calculated fields for Excel formulas
- Set up automated data refresh schedules
- Test dashboard performance with full data
- Create mobile-friendly layouts
best_practices:
- Keep initial dashboards simple and familiar
- Use similar colors and layouts to Excel reports
- Add gradual improvements over time
- Include data freshness indicators
- Provide easy export options for transition period
- name: "Implement data validation and quality checks"
duration: "2 days"
owner: "Data Analyst"
deliverables:
- data_validation_rules.xlsx
- quality_check_dashboard.pdf
- error_monitoring_setup.md
validation_techniques:
automated_checks:
- Compare dashboard totals to Excel totals
- Set up alerts for unusual data changes
- Validate data types and formats
- Check for missing or null values
- Monitor data freshness
manual_verification:
- Spot-check key metrics weekly
- Compare trends to historical patterns
- Validate calculations with sample data
- Test edge cases and boundary conditions
steps:
- Create reconciliation reports comparing old vs new
- Set up automated alerts for data issues
- Build simple data quality dashboard
- Document validation procedures
- Train users on how to spot data issues
- Establish escalation procedures for problems
testing:
duration: "3-5 days"
description: "Validate dashboard accuracy and train users"
tasks:
- name: "Parallel testing with Excel reports"
duration: "1 week"
owner: "Business Users"
deliverables:
- parallel_testing_results.xlsx
- discrepancy_log.xlsx
- accuracy_validation_report.md
steps:
- Run Excel reports and dashboards side-by-side
- Compare all key metrics and calculations
- Document any discrepancies found
- Investigate and resolve differences
- Get business user sign-off on accuracy
testing_checklist:
- [ ] All charts display correct data
- [ ] Filters work as expected
- [ ] Calculations match Excel formulas
- [ ] Data refresh works automatically
- [ ] Mobile view displays properly
- [ ] Export functions work correctly
- [ ] Performance is acceptable
- [ ] User access permissions correct
- name: "User training and documentation"
duration: "2-3 days"
owner: "Training Coordinator"
deliverables:
- user_training_materials.pdf
- video_tutorials.mp4
- quick_reference_guide.pdf
- faq_document.md
training_components:
- Dashboard navigation basics
- How to use filters and interactions
- Understanding data refresh schedules
- Troubleshooting common issues
- When to use dashboard vs Excel export
- How to request changes or new features
steps:
- Create simple user documentation with screenshots
- Record short video tutorials for key tasks
- Conduct hands-on training sessions
- Set up help desk or support contact
- Create feedback collection mechanism
deployment:
duration: "2-3 days"
description: "Go live with dashboards and retire Excel reports"
tasks:
- name: "Production deployment"
duration: "1 day"
owner: "Technical Lead"
steps:
- Deploy dashboards to production environment
- Set up automated data refresh schedules
- Configure user access and permissions
- Test all functionality in production
- Set up monitoring and alerting
- Create backup and recovery procedures
validation_criteria:
- All dashboards accessible to authorized users
- Data refresh working on schedule
- Performance meets acceptable standards
- Backup procedures tested and documented
- name: "Go-live and Excel retirement"
duration: "1-2 days"
owner: "Project Manager"
deliverables:
- go_live_checklist.xlsx
- excel_retirement_plan.md
- success_metrics_baseline.xlsx
retirement_approach:
gradual_transition:
- Week 1: Dashboard available alongside Excel
- Week 2: Encourage dashboard use, Excel available as backup
- Week 3: Excel deprecated, dashboard primary
- Week 4: Excel reports archived
steps:
- Announce go-live to all stakeholders
- Provide final training session
- Archive Excel reports as backup
- Monitor dashboard usage and performance
- Collect user feedback
- Address any immediate issues
monitoring_and_maintenance:
ongoing_tasks:
- name: "Daily data quality monitoring"
frequency: "Daily"
duration: "15 minutes"
steps:
- Check automated data refresh status
- Review any error alerts or notifications
- Verify key metrics look reasonable
- Monitor dashboard performance
- name: "Weekly user feedback review"
frequency: "Weekly"
duration: "30 minutes"
steps:
- Review user feedback and requests
- Monitor dashboard usage analytics
- Identify most and least used features
- Plan improvements based on feedback
- name: "Monthly system maintenance"
frequency: "Monthly"
duration: "2 hours"
steps:
- Review data connection performance
- Update dashboard platform if needed
- Archive old data if necessary
- Review and update user permissions
- Plan next phase of improvements
success_metrics:
quantitative:
- "Time spent on reporting reduced by 70%+"
- "Data accuracy improved (fewer manual errors)"
- "Dashboard adoption rate >80% within 4 weeks"
- "Data freshness improved (real-time vs weekly)"
qualitative:
- "Users prefer dashboard over Excel reports"
- "Faster decision making with real-time data"
- "Reduced frustration with manual processes"
- "Increased confidence in data accuracy"
common_challenges:
data_connectivity:
challenge: "Excel files stored locally or on network drives"
solution: "Move to cloud storage (Google Drive, OneDrive) or upload to dashboard platform"
complex_formulas:
challenge: "Advanced Excel formulas not easily replicated"
solution: "Start with simpler calculations, gradually add complexity"
user_resistance:
challenge: "Users comfortable with Excel reluctant to change"
solution: "Gradual transition, extensive training, highlight benefits"
data_quality:
challenge: "Inconsistent data entry in Excel sources"
solution: "Implement validation rules, clean historical data gradually"
tools_and_resources:
required_tools:
- Dashboard platform subscription (Power BI, Google Data Studio, etc.)
- Cloud storage (Google Drive, OneDrive, or similar)
- Basic project management tool (Trello, Asana, or spreadsheet)
helpful_resources:
- Platform-specific tutorials and documentation
- User community forums
- Template dashboards for common use cases
- Data visualization best practices guides
rollback_plan:
triggers:
- Critical data accuracy issues
- Significant user adoption problems
- Technical performance issues
- Budget constraints
rollback_steps:
- Restore access to original Excel reports
- Communicate rollback decision to stakeholders
- Document lessons learned
- Plan alternative approach
- Maintain data connections for future attempts
next_steps:
phase_2_improvements:
- Add more advanced analytics and insights
- Implement predictive analytics
- Integrate additional data sources
- Create mobile apps for key stakeholders
- Develop self-service analytics capabilities
expansion_opportunities:
- Migrate additional Excel-based processes
- Integrate with other business systems
- Develop custom dashboard templates
- Train power users to create their own dashboards