Structuring of audit data for project management
From Excel auditing to field dashboards: complete organization of maintenance data to optimize work planning.
Context and Issues
A project management team working for the RSMA of Guyana had conducted a comprehensive audit of the site installations. This audit listed all the work to be done over the next 7 years for each building, as well as the priority works.
The data was organized into 4 technical categories: HVAC-PB, ELECT, GO, and TCE. All of this critical information was recorded in a complex Excel spreadsheet, making analysis and visualization difficult.
The client wanted to migrate to Notion to conduct a concrete data analysis and provide an appropriate visual feedback for the field teams. The challenge was to transform this raw data into an operational management tool for site maintenance.
The goal was clear: to structure this information within an organized Notion ecosystem and create intuitive dashboards to facilitate decision-making in the field.
Method
We began by analyzing the existing audit in detail to understand the logic of classifying the work and organizing the data by building.
The approach was structured around three complementary phases: structuring the data in Notion, automated migration from Excel, and creating operational dashboards for the field teams.
This methodology led us to an integrated solution connecting Excel, n8n, and Notion. The goal was to transform the static audit into a dynamic management tool suited to field constraints.
Deployed Systems
Structured Notion Organization
We created an ecosystem of interconnected databases to centralize all the audit information:
Complete Building Database: Listing the 167 buildings on the site with all the identifiers specific to each structure. This organization allows for clear navigation between the different installations of the RSMA.
Related Work Database: Structuring the 668 lines of work directly linked to the relevant buildings. Each line contains an expense item, a year of completion, an estimated amount, a priority, a duration of completion, and a level of criticality.
This architecture ensures data consistency and allows for cross-analysis between buildings and their associated works.
Automated Migration via n8n
We developed automation to migrate the Excel data to the structured Notion space. This migration preserves the integrity of the information while reorganizing it into the new architecture.
The automated process eliminates the risks of manual entry errors and ensures a perfect match between the source data and the target system.
Operational Field Dashboards
We designed simple and intuitive interfaces for field teams using tablets:
Annualized Budget Visualization: Dashboards allowing visualization of budgets by expense item (state body) and by year. This organization facilitates multi-year planning of interventions.
Analysis by Operational Criteria: Dedicated interfaces for consulting budgets by item, by priority, and by criticality. This segmentation helps prioritize interventions according to field constraints.
Intuitive Navigation: Design tailored for tablet use in field conditions, with clear and accessible interfaces.
Business Impacts
Transforming Audit into Management Tool
The RSMA of Guyane now has an organized system that transforms the static audit into a dynamic management tool. The data is structured and easily analyzable to optimize work planning.
Institutional Reporting Support
The client uses this Notion space as a structured report for the RSMA of Guyane following its audit. This organized presentation reinforces the credibility and readability of the recommendations.
Improved Field Efficiency
The field teams can instantly access budgetary and priority information via their tablets. This accessibility improves responsiveness and the quality of maintenance interventions.
Scalable Maintenance Base
The structured architecture prepares the RSMA for continuous monitoring of work progress. This technical foundation can easily integrate future tracking and reporting features.
This organization transforms maintenance management into a structured process and facilitates operational decision-making for the 7 years of planned work.
