Executive Reporting Suite - Project Details / Task List
Tag: exec-reporting
Total Hours: 60h
Structure: Multi-Milestone (>50h)
Milestone 1: Executive Reporting Suite - 1. Discovery, Architecture & Build
Tag: exec-reporting
Description: Stakeholder interviews, requirements definition, data architecture design, dashboard build, and validation for executive reporting suite
Hours: 44h
Task List: (Exec Reporting) 1. Discovery & Data Architecture
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Conduct Executive Stakeholder Interviews | 3h | Interview key executive stakeholders to understand their specific KPI needs, reporting cadence requirements, and decision-making context. End state: Documented requirements from each executive role with prioritized KPIs. • Schedule 45-60 minute interviews with CEO, CRO, VP Sales, VP Marketing, and VP CS • Document each stakeholder's top 5-7 KPIs they need visibility into • Capture their current reporting pain points and "questions they can't answer today" • Understand their reporting cadence needs (daily pulse, weekly review, monthly deep-dive) • Identify which decisions they make based on data vs. gut feel today • Record role-specific drill-down requirements (what detail do they need to see?) |
| 2. Define Role-Based Dashboard Requirements | 2.5h | Synthesize stakeholder inputs into role-based dashboard specifications that map which metrics each executive needs to see. End state: Requirements matrix showing KPIs by role with priority rankings. • Create a KPI matrix mapping each metric to the roles that need it • Prioritize KPIs as P0 (must-have in MVP), P1 (needed for full launch), P2 (nice-to-have) • Define role-based views: CEO (high-level revenue snapshot), CRO (pipeline and attainment), VP Sales (stage-by-stage conversion), VP Marketing (MQL flow and attribution), VP CS (retention and expansion) • Document the "golden metrics" that appear on every executive view • Specify drill-down paths from summary metrics to detail views |
| 3. Document ARR Calculation and Metric Definitions | 2.5h | Establish precise definitions for all dashboard metrics to ensure data accuracy and cross-team alignment. End state: Metric definition document signed off by Finance and RevOps. • Document how ARR is calculated (including nuances for multi-year deals, usage-based revenue, discounts) • Define pipeline stages and conversion rate calculations • Establish CAC and LTV calculation methodologies with Finance • Define what counts as MQL, SQL, and opportunity for funnel metrics • Create a glossary of metric definitions that will appear in dashboard documentation • Get sign-off from Finance on revenue-related calculations |
| 4. Audit Current Reporting Landscape | 2h | Inventory all existing dashboards, reports, and data sources across the GTM tech stack to understand the current state. End state: Complete inventory of data sources with quality assessment for each. • Pull list of all existing dashboards in BI platform (Looker/Tableau) • Inventory manual reports and spreadsheets used for executive reporting • Document data sources: CRM (Salesforce/HubSpot), marketing automation, financial systems • Assess data freshness for each source (real-time, daily sync, manual update) • Identify data quality issues: missing fields, inconsistent naming, duplicate records • Note which existing reports can be retired vs. consolidated |
| 5. Assess Data Availability for Required KPIs | 2.5h | Map each required KPI to its data source and evaluate whether the data exists and is accessible. End state: Gap analysis showing which KPIs can be built now vs. require upstream fixes. • For each P0 KPI, identify the source system and specific fields needed • Validate that historical data exists (12+ months preferred for trend analysis) • Document data gaps: metrics that can't be calculated with current data • Identify data hygiene issues that must be fixed before dashboard build • Prioritize upstream fixes that block critical KPIs • Create remediation plan for data gaps with timeline |
| 6. Design Dashboard Architecture | 3h | Design the technical architecture for how data flows from source systems to dashboards, including refresh schedules and visualization approach. End state: Architecture diagram and visualization spec for each dashboard. • Map data flow from source systems through integration layer to BI platform • Define refresh schedules (real-time for pipeline, daily for financial metrics) • Select visualization types for each KPI (trend lines for ARR, funnels for conversion, gauges for attainment) • Design dashboard hierarchy: executive summary → role-specific views → drill-down detail • Plan for alerting: which thresholds trigger notifications • Document technical requirements for BI platform (Looker LookML, Tableau workbooks) |
Task List: (Exec Reporting) 2. Dashboard Build & Validation
Contains: Parts 3-4
| Task | Est | Description |
|---|---|---|
| 7. Build Data Integration Connections | 3.5h | Establish connections from source systems (CRM, marketing automation, financial tools) into the reporting platform with proper API permissions. End state: All required data sources connected and syncing to BI platform. • Connect Salesforce/HubSpot CRM via OAuth or API integration • Set up marketing automation data feed (HubSpot Marketing, Marketo) • Integrate financial system data (QuickBooks, NetSuite, or subscription platform) • Configure data warehouse connections if using intermediary layer • Verify data is flowing correctly by spot-checking sample records • Document connection credentials and refresh schedules for handoff |
| 8. Build Primary Executive Dashboard | 4h | Create the main executive dashboard with 5-7 revenue-aligned metrics that all executives will reference. End state: Functional executive dashboard with live data showing ARR, pipeline, and efficiency metrics. • Build ARR/MRR tracking visualization with actual vs. target comparison • Create pipeline coverage metric (pipeline / quota remaining) • Add sales velocity calculation (avg deal size × win rate × volume / cycle time) • Include CAC and CAC payback period from marketing spend data • Build funnel visualization showing lead → MQL → SQL → opportunity → closed won • Add quota attainment gauge for current period • Test all calculations against source data to validate accuracy |
| 9. Create Role-Specific Drill-Down Views | 4h | Build secondary dashboards tailored to each executive role with relevant drill-down detail. End state: Role-specific dashboards for Sales, Marketing, and CS leadership with drill-through from executive view. • Build Sales drill-down: pipeline by stage, rep performance, deal aging, forecast • Build Marketing drill-down: MQL volume and conversion, campaign attribution, source performance • Build CS drill-down: retention rates, expansion revenue, NRR, health scores • Link drill-downs from executive dashboard (click metric → see detail) • Ensure consistent date ranges and filters across all views • Add filtering capabilities (by segment, by team, by time period) |
| 10. Configure Alerts and Automated Refresh | 3h | Set up automated data refresh schedules and threshold-based alerts for key metrics. End state: Dashboards refresh automatically with alerts firing when KPIs deviate from targets. • Configure data refresh schedule (hourly for pipeline, daily for revenue metrics) • Set up threshold alerts: pipeline coverage < 3x, win rate drop > 10%, etc. • Define alert recipients by role (CRO gets pipeline alerts, VP Marketing gets MQL alerts) • Configure delivery method (email, Slack, in-app notification) • Test alert triggers with sample data • Document alert logic and thresholds for handoff |
| 11. Reconcile Dashboard Data Against Source Systems | 2h | Validate that dashboard metrics match source system data to ensure accuracy before executive launch. End state: Validation report confirming dashboard accuracy within acceptable tolerance. • Pull current ARR from finance system and compare to dashboard ARR • Validate pipeline totals match CRM pipeline reports • Check MQL counts against marketing automation source • Verify conversion rates by manually calculating from source data • Document any discrepancies and root causes • Fix calculation errors or data issues discovered during validation |
| 12. Conduct Stakeholder Review Sessions | 2.5h | Walk key stakeholders through draft dashboards to gather feedback and catch issues before full launch. End state: Stakeholder feedback incorporated with sign-off on dashboard accuracy. • Schedule review sessions with RevOps lead and 1-2 executive stakeholders • Walk through each dashboard explaining metrics and data sources • Capture feedback on visualization choices, missing metrics, confusing labels • Test drill-down functionality and filter behavior • Confirm metric definitions match stakeholder expectations • Document required changes and implement before launch |
Milestone 2: Executive Reporting Suite - 2. Training & Handoff
Tag: exec-reporting
Description: Executive training, documentation delivery, and governance setup for dashboard handoff
Hours: 16h
Task List: (Exec Reporting) 3. Training & Handoff
Contains: Parts 5-6
| Task | Est | Description |
|---|---|---|
| 13. Conduct Executive Training Session | 2h | Train executive team on how to use the dashboard suite, including navigation, interpretation, and drill-down functionality. End state: All executives trained and comfortable navigating dashboards independently. • Schedule 45-minute training session with all executive stakeholders • Walk through executive dashboard explaining each metric and what it means • Demonstrate drill-down functionality from summary to detail • Explain data refresh schedules (when to expect updated numbers) • Cover alert system and how to interpret threshold notifications • Address questions and capture additional feature requests • Record session for executives who couldn't attend |
| 14. Create Dashboard Documentation Package | 2h | Deliver comprehensive documentation including metric definitions, data sources, refresh schedules, and troubleshooting guides. End state: Documentation package enabling client to maintain dashboards independently. • Write metric definition guide with calculation logic for each KPI • Document data source mappings (which system feeds which metric) • Create refresh schedule reference showing when data updates • Write troubleshooting guide for common issues (data delays, discrepancies) • Include admin guide for adding users, modifying filters, updating thresholds • Package all documentation in client's preferred format (Notion, Confluence, Google Docs) |
| 15. Configure Automated Report Distribution | 2.5h | Set up scheduled report delivery so executives receive key metrics without logging into dashboards. End state: Automated weekly/monthly reports delivering to executive inboxes or Slack. • Configure weekly executive summary email with top 5 metrics • Set up Slack integration for real-time alerts (if client uses Slack) • Create monthly board report template with key visualizations • Test distribution to confirm formatting and timing • Document how to modify distribution lists and schedules |
| 16. Establish Dashboard Governance Process | 2.5h | Define ongoing ownership, change request process, and data quality monitoring to ensure dashboards remain accurate and relevant. End state: Governance process documented with clear ownership assigned. • Assign dashboard owner (typically RevOps Manager or Director) • Define change request process (how to request new metrics or modifications) • Establish data quality monitoring: who checks accuracy, how often • Create escalation path for data issues or dashboard bugs • Document decision rights: who can approve dashboard changes • Set up quarterly review cadence for dashboard relevance |
| 17. Transfer Admin Access and Credentials | 2h | Hand off all administrative access to client team with documented credentials and permissions. End state: Client has full admin control with documented access for ongoing maintenance. • Transfer BI platform admin credentials to client RevOps • Document all API connections and credentials used • Provide access to data integration configurations • Share source code/configurations (LookML, Tableau workbooks) • Confirm client can independently make modifications • Remove LeanScale access per client security requirements |
| 18. Schedule Post-Launch Check-In | 3h | Plan for 30-day refinement check-in to gather usage feedback and make adjustments based on actual adoption patterns. End state: Check-in scheduled with clear agenda for measuring adoption and collecting enhancement requests. • Schedule 30-day follow-up meeting with RevOps and executive sponsor • Define success metrics to review: login frequency, meeting usage, ad-hoc request reduction • Prepare feedback survey for executive users • Plan to address top 2-3 enhancement requests from initial usage • Discuss ongoing support options if client wants continued partnership • Close out project with final status report |
Summary
- Total Milestones: 2 (44h + 16h)
- Total Task Lists: 3 (consolidated from 6 Parts)
- Total Tasks: 18 (one per Step)
- Total Hours: 60h
- Generated from: playbook_executive-reporting-suite.md
- Generated on: 2025-12-31