Refresh a recurring plan-versus-actual report
Turn a recurring business report into a scheduled workflow that refreshes the existing template and notifies its readers.
How this works
Turn a recurring business report into a scheduled workflow that refreshes the existing template and notifies its readers.
Refresh the existing report with a consistent metric definition and data cutoff. A successful scheduled run must establish both data freshness and delivery status; an old report with a new date is not a successful refresh.
Before you start
Defined operating scope
The team refreshes the same plan-versus-actual template at regular intervals.
Required source material
Obtain Approved metric definitions; BI data access; Report template and schedule. If connectors are unavailable, use authorized files with the same fields.
Decision and exception rules
One source has not refreshed for the period. Mark the affected metric stale and withhold a fully refreshed status.
Prepare the inputs
- report_period
- Required
Start, end and timezone
Match the business reporting calendar.
- metric_definitions
- Required
Name, formula and source
Use approved numerator, denominator and units.
- data_snapshot
- Required
BI values and freshness timestamps
Record missing and delayed sources explicitly.
- template_destination
- Required
Report version and audience
Confirm the authorized file and channel.
Implementation, step by step
Establish the working record
- Confirm the selected records, effective versions and responsible owner.
- Check report_period, metric_definitions, data_snapshot, template_destination before beginning. Record the source version and the selected scope; an unavailable value stays unknown rather than becoming an inferred fact.
Checkpoint: The input record identifies the selected report_period and any missing required fields.
Retrieve the current metrics through an approved connector
- Retrieve metrics with their source timestamps, checking whether all required partitions or periods are available.
- Check every metric’s period and source freshness before interpreting variance.
Checkpoint: A saved intermediate result for: Retrieve the current metrics through an approved connector.
Insert results into the established document template
- Populate the established template without replacing unavailable values with zero or retaining old values invisibly.
- Reconcile totals and ensure the report date is not the sole evidence of current data.
Checkpoint: A saved intermediate result for: Insert results into the established document template.
Check totals and periods against the source
- Recalculate totals and variances using deterministic arithmetic and compare the same period with the source.
- Check every metric’s period and source freshness before interpreting variance.
Checkpoint: A saved intermediate result for: Check totals and periods against the source.
Post the completed report to the team channel
- Prepare or post the report within the authorized workflow, saving the report version and delivery receipt separately.
- Reconcile totals and ensure the report date is not the sole evidence of current data.
Checkpoint: A saved intermediate result for: Post the completed report to the team channel.
Package the result and unresolved work
- Check freshness, permissions, time periods, missing values, and delivery failures.
- Do not silently change metric definitions to make the report reconcile.
Checkpoint: A dated recurring report with source-aligned metrics. Unresolved items remain visible in the review record.
Decisions along the way
One source has not refreshed for the period.
Mark the affected metric stale and withhold a fully refreshed status.
A denominator is zero or missing.
Use the approved not-applicable or unknown representation rather than a misleading rate.
Posting fails after the report is created.
Retry delivery of the same report version; do not regenerate and duplicate the period.
What you will produce
scheduled-plan-actual-report-result.json
JSONA dated recurring report with source-aligned metrics. Label proposed and completed states separately.
Include: report_period · metric · plan · actual · variance · data_cutoff · freshness_status · delivery_receipt · status · evidence_reference · review_note
scheduled-plan-actual-report-review.md
MarkdownKeep the evidence and unresolved decisions needed to apply this result, including exceptions involving template_destination.
Include: source_reference · question · owner · next_action
Check the result
- Check every metric’s period and source freshness before interpreting variance.
- Reconcile totals and ensure the report date is not the sole evidence of current data.
- Inspect report_period and metric_definitions in both the original and output; confirm that record identity and interpretation survived the transformation.
- Check freshness, permissions, time periods, missing values, and delivery failures.
When something goes wrong
One source has not refreshed for the period.
Mark the affected metric stale and withhold a fully refreshed status. Retain the affected evidence and recovery status.
A denominator is zero or missing.
Use the approved not-applicable or unknown representation rather than a misleading rate. Retain the affected evidence and recovery status.
Posting fails after the report is created.
Retry delivery of the same report version; do not regenerate and duplicate the period. Retain the affected evidence and recovery status.
A worked example
SYNTHETIC EXAMPLE · NOT A REPORTED BUSINESS RESULT
Request
Refresh a recurring plan-versus-actual report for the following bounded example; prepare the result for review.
Inputs
Synthetic example: September plan is 100 units. Actual source returns 80 but its timestamp covers only through 27 September; other metrics cover the full month.
Expected result
Synthetic expected result: Report shows 80 as partial through 27 September, not final actual. A provisional difference of -20 is labeled incomplete; the run is not marked fully refreshed.
Run a small pilot
Start small
Trial a representative batch containing the ordinary case and the exception demonstrated above.
Record the baseline
Record current preparation time, review effort and correction types for the same records.
Agree success criteria
Agree acceptable review and error limits; measure time to a reconciled report; stale cells or failed refreshes per run.
Stop or revise
Posting fails after the report is created. Pause affected records and apply this recovery: Retry delivery of the same report version; do not regenerate and duplicate the period.
Keep the scope clear
- Do not silently change metric definitions to make the report reconcile.
- Publishing follows the approved audience; a prepared file does not prove successful delivery.
Check before using
Check freshness, permissions, time periods, missing values, and delivery failures.
Business activities
- Review business performance
FROM A RECIPE TO YOUR WORKFLOW
Bring the company context together.
This workflow needs reliable inputs before it needs a better prompt. Moat8 Vault brings working information into a readable archive for the AI tools you use.
For this recipe: Approved metric definitions · BI data access · Report template and schedule
Start with one recurring task, agree which sources to use, and review the first result with your team.
Discuss this workflow