Distribution of information to users of BI 2018
Modern business dynamics and trends in data, pushed by emerging Internet technologies, led to a significant increase in the amount of data stored in corporate systems.
Many enterprises are faced with the problem of excess information as per big data predictions by researchers like forbes big data. Transaction processing systems generate daily reports. In hundreds of ways, using data warehouses and analytical tools, longitudinal and lateral slices of information (slice and dice) are performed. Tools for enterprise resource planning ( E Nterprise the R esource P Lanning, of ERP) collect all the data of the company. Tools for assessing performance and information received through the Internet further increase information congestion.
The situation is further complicated by the fact that modern enterprises operate on the world market, which means that their data and applications are geographically distributed. each branch has its own program and its own repository. Resources planning tools are implemented at all levels: applications for human resource management, financial systems and production-oriented software are created. The information used to work with these applications is stored in disparate sources (in different relational databases, as well as in special format files and in multidimensional samples).
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Today, many companies lose money and time, manually distributing information resources. According to some studies, about 15% of revenues are spent on the creation and distribution of paper documents on average. Thus, according to the Gardner Group, corporate employees spend 10% of their time looking for information necessary for a certain task or for making decisions, from 20% to 40% of the time - for processing already ready documents and 30% for tasks related with documents, but not adding value to the final service (product) of the company.
A new concept called "information broadcasting" is a technology that makes possible the transmission of personalized messages needed to support decision making via the Web, e-mail, fax, pager, mobile phone to hundreds of thousands of addressees.
Automating the process of sending information can provide users with timely data, expand the company's capabilities and prevent the accumulation of unnecessary data.
Moreover, the intellectual resources of the enterprise, created with the help of BI tools and analytical packages, should be automatically transferred also to the applications used in the operational departments to support decision making.
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The task of correctly providing important business information using AI & business intelligence technologies to the appropriate consumer is clearly not an easy one. At the same time, there are a number of factors that determine its successful solution:
- Automatic saving of information in various working formats (HTML, PDF, Excel, etc.), which will satisfy the needs of specific users and allow performing the analysis.
- Distribution of significant material necessary for decision-making, including materials of "third parties" (drawings, Word documents, Power Point presentations, reports created both with the help of software purchased from various BI suppliers, and legacy reporting applications). Delivery of information via various channels, such as e-mail, Web, fax, network printer, etc .; transfer of information to mobile devices.
- Intelligent information dissemination functions, such as scheduled distribution or distribution, performed under certain business conditions;
- Providing only the necessary reports, which frees users from tedious viewing of all materials in the search for necessary sections.
- An intuitive system for cataloging and storing information, especially important in connection with the adoption of many legislative measures concerning the storage and management of documents.
- Support for any number of users, thanks to which the software for distribution of information will be able to scale successfully as the organization grows.
Examples of the effective use of applications that distribute information in this big data and ai trends world.
According to Gardner Group, on average, each document is copied 9-11 times. Mailing and delivery of hard copies is a rather laborious procedure, including sending faxes and emails, or manually delivering. This problem is almost completely eliminated with the use of electronic reports: not only paper consumption is reduced, but also other expenses, and, most importantly, the execution time of this work is significantly reduced.
The software intended for dissemination of information automatically sends data to those who are interested in them. This intelligent method of distribution further reduces the labor costs associated with manual processing of documents. The user no longer needs to search for information, it is automatically sent to his mailbox.
Applications for the delivery of information provide the execution of requests through e-mail. In accordance with some schedule (daily, weekly, etc.), certain information material is formed and sent to the subscriber. And now you do not need to make the same reports for hours. (For example, sales managers can assign a specific day in which they will receive a monthly report on their departments' work in their mailbox). To regulate the distribution plan, you can either only the administrator or several authorized users. The content, time, frequency, format and even method of dissemination of information can vary according to individual requirements.
The administrator can schedule special notifications that will be sent to users if certain conditions are met. Such a dispatch will shorten the working time spent by the administrator on sending daily messages, as well as on the execution of reports by users and search for information.
The notifications work as follows:
- The administrator sets the notification condition, during which certain information is sent.
- Planned tasks stored in the repository are checked with a user-friendly frequency.
- If a scheduled notification check is detected, then the application tests all conditions (business rules).
- If the conditions are not met, the information is not sent, and the notification check is postponed for the next scheduled time.
- If the result of the test is positive, then the corresponding information is generated and sent as a notification. The notification is activated according to the settings (automatically, permanently, once, with a delay).
Notifications serve to inform employees about important events and increase the efficiency of the company. For example, they can help:
- leader, if the amount of the budget is exceeded;
- Investor if the stock price falls below a certain level;
- Trade representative, if a good deal is expected;
- manager for working with corporate clients, if a large customer receives a complaint.
Reporting automates the manual process of "paper pushing", as a result, it is possible to significantly reduce administrative costs and processing time. For example, we will present a report that contains information on spent and missed days for each employee. The pages of this report can be automatically broken down and sent electronically to each employee, while many and many hours of HR department work will be saved.
New Technologies for Information or Data Distribution
In recent years, the main means of disseminating information is the Web, because when it is used:
- Improves access to business information and increases the number of users who can work with it;
- provides a convenient interface for searching and navigating;
- it becomes possible to access different types of data located in different sources (both inside and outside the organization);
- due to the thin client technology, the hardware and software requirements are reduced and the costs for supporting the client seat are reduced;
- it is possible to use platform-independent software (Java) and a data representation system (XML);
- Information for employees, partners and customers can be distributed through Intranet / Extranet and the Internet. Due to this, the space of access to information expands and new ways of doing business are opened.
As a result, the information needed to make decisions can be transferred to users and applications using two main technologies:
- Web-based tools Business Intelligence (tools for creating reports, performing OLAP analysis and data mining), as well as packages of analytical applications for the Web;
- corporate information portals and distribution servers.
It is important to note that these technologies are not interchangeable: for maximum effect they should be used together.
Web-oriented BI-tools and analytical software packages distribute information and results of analytical operations through standard graphical and Web-interfaces. Many of these products also support scheduled and event-driven delivery of information to Web servers and mail systems, thereby leveraging all the capabilities of the underlying network tools.
As the volume of business information processed in the decision-making system grows, it becomes more likely that data will be distributed within a series of information stores located on different servers. This is true, for example, in cases where organizations obtain business information from external sources, internal offices, shared software and Web servers.
To help users apply this wide range of business data (both for unregulated access and for offline delivery), the second technology is used - corporate information portals .
When publishing corporate information on the portal, metadata about the location of particular information is used, as well as methods of extracting them. When the employee makes the requested request, the portal reads the relevant metadata and, using the means of access and delivery, selects the necessary information.
Effective work is achieved only if the information is properly shared, otherwise employees duplicate each other's activities and do not achieve mutual understanding. Thus, the portal becomes the basis that guarantees free data sharing and solution to technology problems in business
Rapid development and high competition in the market do not forgive mistakes. In this environment, it is necessary to make decisions correctly and in a timely manner. However, the task of finding the information necessary for this, seemingly simple at first glance, causes a number of difficulties, since the data are accumulated and stored throughout the organization. To solve it, companies need to develop infrastructures that ensure the timely dissemination and sharing of information.
Emerging trends , Data analyst trends, business intelligence future trends are the queries frequently asked to us.The software for dissemination of information should ensure the transfer of data to a huge number of users inside and outside the enterprise and significantly improve the efficiency of work by:
- rapid delivery of critical information;
- minimizing the time of the work cycle as a result of stopping the dissemination of information manually, more rational processing of documents and improving the productivity of employees;
- distribution of any content, including files of different formats (for example, reports from applications of other suppliers or old systems, drawings, diagrams, documents and presentations);
- optimal storage of files and the realization of a simple and quick extraction of the necessary information.