12 Reporting Process Flashcards
What is one of the most important skills a data analyst can have?
Effectively communicating findings
Often done through reports.
What is the general process for creating a report?
- Create a plan
- Get the plan approved
- Create the report
- Deliver the report
What is the first step in the report creation process?
Create a plan
What should you do if changes are required during report creation?
Go back to the approval process
What are some terms used to describe creating a plan?
- Mockup/wireframe
- Layout/presentation
- Flow/nav
- Data story planning
What is data story planning?
Communicating what you can convey with your data
What is the purpose of getting the plan approved?
Ensure the plan meets the needs of the person requesting the report
What does creating the report involve?
Gathering, cleaning, wrangling, and analyzing data
What does delivering the report entail?
Giving the report to the requester and presenting findings
What are business requirements in the context of report generation?
Translating given information into practical report elements
What are some key business requirements to consider?
- Data content
- Filtering
- Views
- Data range
- Frequency
- Audience
What is meant by data content?
The variables, tables, or visualizations included in the report
What is filtering in the context of reports?
Narrowing down data content to only what is required
What are the two types of filtering stages in static reports?
- Query filtering
- Report filtering
What is a view in data tools like SQL or Power BI?
A saved result of a query that is READ-ONLY
What are two reasons for generating a view?
- Cleaner code
- Data integrity or security
What can views protect against?
Accidental data deletion or alteration
What is the importance of data range?
Defines the specific subset of data being analyzed
Fill in the blank: The four-step process for report creation is to create a plan, get the plan approved, ______, and deliver the report.
Create the report
True or False: Ad hoc reports generally follow a formal process similar to other reports.
False
What is a view in data reporting?
A view is a READ-ONLY access that allows users to look around the data without posing a risk to original values.
What does data range pertain to?
Data range pertains to how much data is included, such as date ranges, geographical ranges, or department ranges.
How does specificity affect data range?
Higher specificity results in a lower data range, while lower specificity results in a higher data range.
Fill in the blank: The most appropriate data range to track receptionist scheduling times over a week is ______.
days
What is frequency in the context of reporting?
Frequency refers to how often a recurring report is given, such as yearly, quarterly, monthly, weekly, or daily.
What is the ideal frequency for recurring reports based on the goal?
The ideal frequency should be one unit of time smaller than the goal being tracked.
Why should reports not be given to those who do not need them?
Giving reports to unnecessary recipients wastes time, causes confusion, risks leaking confidential information, and may lead to legal issues.
Who are considered C-level executives?
C-level executives include titles such as Chief Executive Officer (CEO), Chief Financial Officer (CFO), and Chief Information Officer (CIO).
What type of information do C-level executives typically receive?
C-level executives receive high-level summaries with broad data ranges, focusing on overall company performance.
What access level do stakeholders typically have?
Stakeholders generally have mid-level access and receive high-level information about the company.
Who are technical experts in the context of reporting?
Technical experts include subject matter experts, specialists, and contractors who focus on specific tasks and receive detailed data.
What is the general public’s level of access to company reports?
The general public typically has low to no access, receiving very high-level information.
What are the two main categories of dashboard-specific requirements?
- Data sources
- Data attributes
What types of connections can data sources have in dashboards?
- Live
- Last extracted
- Embedded
What are dimensions in data attributes?
Dimensions are qualitative or categorical variables that break data into groups.
What are measures in data attributes?
Measures are quantitative or numerical variables that hold counts, measurements, and calculations.
What is a field definition?
Field definitions provide specific information about a variable, including data role, type, domain, aggregation method, and formulas.
What elements are commonly included in a report?
- Cover page
- Version number
- Reference data sources
- Reference dates
- Frequently Asked Questions (FAQs)
- Appendix
What is the purpose of a cover page in a report?
The cover page provides instructions for using the report, a summary of observations, and may include version numbers and reference data.
What elements are typically found on a cover page of a report?
Version number, reference dates, reference data sources
These elements help in tracking the report’s updates and sources of information.
When is a version number necessary for a report?
When reports get updated or changed
A version number helps ensure everyone is discussing the same report version.
What are reference data sources?
Denote what data sources were used in the generation of the report
They should be included in most reports as they indicate where the data originated.
What do the report run date and data refresh date refer to?
Report run date: date report is generated; Data refresh date: last time data was pulled
These dates are important for understanding the currency of the report’s data.
What is the purpose of the FAQs section in a report?
Answers questions received multiple times about the report
It is updated whenever there are frequent inquiries to clarify elements of the report.
What information is typically included in an appendix of a report?
Additional information not necessary to understand the report
This can include definitions, regulations, or code that adds value but is not essential.
What elements change when a report is updated with a new data source?
Cover page, version number, reference data sources, report run date, data refresh date
These changes ensure the report reflects the latest information and sources.
What does subscription mean in the context of report delivery?
Automatically refresh and send a dashboard to selected recipients
This is typically done via email or other communication tools.
How does scheduled delivery differ from subscription?
Scheduled delivery occurs once, while subscription is recurring
Scheduled deliveries require individual setup for each occurrence.
What does ‘static’ refer to in report delivery?
How the dashboard is connected to data, either statically or dynamically
Static dashboards do not change unless manually updated.
What is meant by dashboard optimization?
How fast and efficient a dashboard is
It involves balancing interactivity and performance.
What are some key considerations for font selection in reports?
Clarity, professionalism, number of fonts
Fonts should be easy to read and not overwhelm the report.
What is the ideal font size for readability in reports?
No smaller than font size 11
Smaller font sizes can hinder readability.
What is the importance of white space in report layouts?
Helps avoid clutter and makes information easier to absorb
Overfilling layouts can confuse the audience.
What are the three key chart elements in a report?
Titles, labels, legends
These elements help explain the chart’s content clearly.
What makes a good title for a chart?
Accurate and concise
A good title should clearly convey what the chart is about.
Fill in the blank: A _______ is a table that identifies other chart elements.
legend
Legends help in understanding what different colors or symbols represent in a chart.
True or False: You should use more than three different fonts in a report.
False
Using too many fonts can make the report look cluttered and unprofessional.
What is the most appropriate title for a chart showing revenue from 2010 to 2020?
Revenue from 2010 to 2020
This title clearly and concisely states what the chart includes.
Why is the title ‘Revenue’ considered too vague?
It does not specify the time frame or details of the data represented
A vague title can lead to confusion about what the chart depicts.
What makes the title ‘Number of Sales for Each Year Multiplied by the Average Price of Service per Year for the Years 2010 to 2020’ problematic?
It is painfully long and confusing
A title should be concise to enhance understanding.
What is color theory?
A set of rules that identifies which colors complement one another and which clash
Understanding color theory is essential for effective visual design.
What should you do if your company has a color scheme?
Use the company colors first
Company branding should always take precedence in design.
What should you ensure about the title, labels, and legends of a report?
They reflect what is in the table and are clear and concise
Clarity in labeling improves report comprehension.
What is the first step in the development process for a dashboard?
Make a plan
Planning is essential before any other steps can be taken.
Who is the appropriate audience for a milk production report at a dairy farm?
Only the manager
The report is specifically relevant to the manager’s responsibilities.
What is the most appropriate frequency for the milk production report?
Weekly
This frequency aligns with the request for reports a couple of times a month.
Which report elements need to be updated after rerunning a report?
The version number and the report run date
The data refresh date does not change if the same data is used.
What is the best delivery consideration for a static dashboard that needs to refresh automatically?
Subscription
A subscription allows for automatic updates at scheduled times.
What colors are most appropriate for designing charts in a dashboard?
Company brand colors
Brand colors should always take priority over contrast considerations.
