Unified Forecourt Operations Reporting

The Challenge

A multi-site petrol forecourt operator was managing critical operational and financial data across a patchwork of manual spreadsheets and disconnected systems. Area managers, regional managers, and site-level teams had no single, reliable view of core performance metrics — forgeries, banking discrepancies, net sales, COGS, margin, refunds, stock counts, fuel volumes, and budget were tracked separately, often manually, with no consistent way to filter or compare performance across sites, regions, or the wider estate. As the stakeholder's requirements grew — arriving as an evolving backlog of asks rather than a single fixed spec — it became clear that a single, scalable, filterable reporting solution was needed to replace the fragmented manual process.

Key Pain Points

• Manual spreadsheets holding critical operational metrics (forgeries, banking discrepancies, stock counts, fuel volumes).
• No unified view combining financial performance (net sales, COGS, margin, budget) with operational risk metrics (forgeries, discrepancies, refunds).
• No consistent way to filter or drill down by area manager, regional manager, or individual site.
• Data spread across manual inputs and Dynamics, with no single source of truth.
• Requirements evolving continuously as stakeholders identified new needs.

The Approach

• Unified dataflow: a dataflow combined manually maintained spreadsheet data (forgeries, discrepancies, stock counts) with data sourced directly from Dynamics — creating a single, consistent data layer to report from.
• All-in-one operations report: one consolidated report brought together forgeries, banking discrepancies, net sales, COGS, margin, refunds, stock count, fuel volume, and budget — eliminating the need to cross-reference multiple spreadsheets.
• Multi-level filtering: the report was built to be fully filterable by area manager, regional manager, and individual site — giving every level of the business a relevant, tailored view of performance without needing separate reports.
• Iterative, backlog-driven delivery: worked through an evolving backlog of stakeholder requirements, adding and refining metrics as new needs were identified, rather than delivering against a single fixed spec.

The Outcome

• Replaced fragmented manual spreadsheets with a single, trusted operations report.
• Gave area managers, regional managers, and site teams a consistent, filterable view of both financial and operational risk metrics in one place.
• Brought forgeries, banking discrepancies, and other risk indicators into the same view as core financial performance — improving visibility and accountability across the estate.
• Created a scalable reporting foundation able to absorb new stakeholder requirements over time.