Dashboard figures disagree: check definitions and update timing
For each figure, record its source, calculation, reporting period and the person responsible for it.
The workflow illustrates a possible design and is not a client case study.
- Agree definitions
- Reconcile and refresh
- Show data status
Two correct reports can show different totals
Sales may count orders by the date they were placed, while finance counts receipts by payment date. Both reports can be correct and still show different totals. A new chart will not fix different definitions or failed updates. Decide what each figure is meant to help people judge.
Check Power BI refresh settings
Check the existing Power BI reports, connections and refresh settings. The missing work may be data cleaning, shared record IDs or calculation rules. Confirm how the chosen connection updates data before deciding that the display needs replacing.
Define three decision-making metrics
Start with three figures used for actual decisions. Agree their definitions, check them against the source records and show the last successful update. Mark old or unavailable data clearly instead of displaying zero. Assign someone to investigate differences and recover failed updates.
Trace chart values to source records
Try time-zone differences, refunds, cancellations, late entries and unavailable source systems. Trace a sample of chart values back to individual records. Compare before and after an update, and check that users can identify the reporting period and data version.
Bring the reports that disagree
Bring the reports that disagree, their definitions and data sources. Explain the decisions each report supports.