Automated Reporting Framework for a Fiduciary FiRM

Enhancing Operational Productivity Through Near Real-Time Reporting

Client Overview

A leading fiduciary and corporate services firm operating across multiple jurisdictions. The organisation relies heavily on accurate, timely information to manage client portfolios, regulatory obligations, approvals, and internal task workflows.

The Challenge

Despite having robust business workflows, the client’s teams faced a major operational bottleneck:

Task progress and work items were communicated primarily through emails.

This created several challenges:

• Users waited for colleagues to send an update before taking action.
• Important tasks were missed or delayed when emails were overlooked.
• Reporting was manual, inconsistent, and often outdated by the time it reached stakeholders.
• Managers lacked clear visibility into who was working on what, and what was pending.
• There was no easy way to get a real-time snapshot (point-in-time view) of      operational workload.

The result: slow turnaround times, high operational friction, and reduced productivity.

Our Solution

SharpGrip designed and implemented an Automated Reporting Framework that delivered point-in-time operational visibility and near real-time task reporting.

Key components included:

1. Automated Data Capture - Data from internal systems, workflow logs, and activity trackers was automatically centralised into a structured reporting database—eliminating the need for manual collection.

2. Point-in-Time Operational Reporting - We designed a reporting model that captured and displayed the exact operational state at any given moment:

• All active work items
• Tasks awaiting action
• Completed activities
• Ownership and next steps
• Stalled or overdue items

This allowed users and managers to instantly understand “what needs to happen now”.

3. Near Real-Time Dashboards - Power BI dashboards refreshed at near real-time intervals gave users:

• Up-to-the-minute views of their task lists
• Operational workload summaries
• Visibility of actions that previously depended on email triggers
• Ability to prioritise work proactively rather than reactively

4. Removal of Email Dependency - By surfacing time-sensitive tasks directly within dashboards:

• Users no longer had to wait for colleagues to send reminder emails
• Business processes flowed continuously and consistently
• Task ownership became transparent across teams
• The organisation reduced internal email noise significantly

The Outcome

• 70% reduction in task delays caused by communication bottlenecks
• Removing email-based dependencies resulted in dramatically faster task completion cycles.
• Higher productivity across teams
• Users acted on tasks immediately when they appeared in the dashboard, rather than waiting for notifications.
• Improved governance and accountability
• Managers gained real-time visibility into workload distribution and operational risks.
• Better client service quality
• Work was completed faster, deadlines were met more consistently, and users had more confidence in the accuracy of reporting.

Operational resilience

The point-in-time model ensured that the business could make decisions based on a real view of current operations—essential for fiduciary workloads where accuracy and timeliness matter.

Conclusion

Through a well-designed, automated reporting framework, SharpGrip helped the fiduciary firm transform how work was distributed, monitored, and completed.

The shift from email-driven communication to near real-time operational dashboards created a more proactive, productive, and transparent working environment—enabling the organisation to deliver faster and more reliable outcomes for its clients.