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Automating KPI Reporting for Fabrication Projects: A Power Platform Success Story
An Australian fabrication company managing several active projects was facing challenges with tracking daily production metrics like completed assemblies, total weight, and worker performance. Their existing process were relied on scattered Excel sheets and unreliable automated flows, which was leading to constant reporting delays and data inconsistencies.
To make daily operations smoother, gain clearer visibility into production output, and reduce manual errors, they began searching for a system that could integrate with their existing workflow and offer a more reliable, automated way to capture and report project metrics in real time.
- Technology: Power Automate, Power BI
- Country: Australia
- Industry: Manufacturing
Challenges
- Scattered Data Across Projects: Each project kept its own Excel sheet for tracking materials, which made it hard to pull everything together and took extra time to create reports.
- Unreliable Flows: Their existing Power Automate flow, designed to collect KPI data every three hours, often failed or missed entries—leading to inconsistent reporting.
- Scalability Issues: As more projects are added, the current flow becomes slower and less reliable. The system lacks the scalability needed to handle increasing data volumes efficiently.
- Manual Start Needed: The workflow depends on workshop staff manually entering their names to trigger the automation. Any missed or incorrect entry can cause prone to error and lacked robustness.
Solution
We built a KPI tracking solution that connects with project folders to automatically collect key data from standardized Bill of Material (BOM) sheets—simplifying KPI reporting and eliminating the need for manual Excel handling.
The system displays real-time metrics every 3 hours, including the total number of completed assemblies, total weight, and the names of team members who completed them. The Power Automate flow scans each BOM sheet, extracts the necessary data based on completion inputs, and updates a consolidated report—giving admins and project managers instant access to live insights without opening individual files.
The solution supports both desktop and mobile access, allowing workshop teams and managers to track daily progress easily and make informed decisions on the go.
Result
The new solution brought a major upgrade in how project performance and team output are monitored. By eliminating unreliable flows and better reporting, the platform delivered consistent, real-time visibility into key metrics.
With the automated sync running at the backend, workshop teams can focus on production while decision-makers stay informed through an insight—reducing reporting delays and manual errors. The system also scales effortlessly as more projects are added, without impacting performance and accuracy.
Key Features of KPI Tracking Software
Real-Time Metrics Dashboard
Gain instant access to all key performance indicators through a unified system, eliminating the need to pull data from multiple Excel files.
Automated Data Extraction
Power Automate flows extract relevant data (assembly status, weight, employee name) from identical BOM Excel files across multiple project folders without any manual effort.
Scheduled Sync Every 3 Hours
It automatically updates KPIs three times a day, ensuring fresh and accurate reporting without relying on error-prone loops.
Seamless Access Across Devices
Designed for ease of use, the platform offers a smooth and intuitive experience whether accessed from a desktop or mobile device—ensuring managers can track and manage data effortlessly.
Secure and Controlled Access
This system is built with role-based permissions and Microsoft’s security framework, ensuring only authorized users can view or update project data. This protects sensitive information while maintaining compliance with industry standards.
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