The Clearly Podcast

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The podcast discusses the concept of citizen developers and whether they truly exist. Helen Wall, a guest from Houston, joins the conversation. The term "citizen developer" suggests that individuals without formal development training can create applications using low code tools like Power Apps. While this can bridge the gap between business and IT, it often leads to issues like unorganized apps and security risks without proper governance.

The speakers highlight that citizen developers may lack the time and depth of understanding that professional developers have, leading to poorly designed solutions. Proper project management, clear goals, and governance are essential to making citizen development work effectively. They also touch on the marketing aspect, suggesting that the term may be used to sell more software licenses. However, tools like Power BI can still be valuable for individuals to develop useful solutions that save time.

Looking to the future, the focus should be on helping individuals use these tools to improve their work while ensuring good planning and governance. Organizations need to mature their platforms, understand their capabilities better, and develop a healthy cynicism about marketing claims. The discussion ends with a hint at future topics, such as the democratization of data and Excel pie charts.

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AKA: SharePoint - What is it good for?

The podcast discusses SharePoint and its evolution over the years. Initially marketed for various business needs like website building, analytics, and workflow management, SharePoint's current primary focus is on document management. It offers useful features like additional metadata, versioning, and integration with Microsoft OneDrive and Teams.

SharePoint excels in document searching, but for serious document management, more robust solutions might be needed. SharePoint lists are popular for quick data input and sharing, particularly in Power Apps and Power BI demos. However, they are not as structured as databases and can lead to connectivity issues if not managed properly.

While SharePoint is useful for linking Excel spreadsheets in Power BI for easy updates, its role in the future seems more focused on document management. Other tools like Power BI, Power Automate, and Power Pages have taken over functions SharePoint used to cover.

Best practices for SharePoint include using it for document management, versioning, and collaboration. However, it's not suitable for true records management or extensive data management. SharePoint should not be used as a database or for storing multiple Excel sheets as a pseudo-database.

Proliferation of SharePoint sites can lead to confusion, so it's important to manage and control their creation and use, similar to file shares.

In conclusion, SharePoint is a cost-effective document management solution with certain limitations. For more complex needs, other tools within the Power Platform and Fabric should be explored. SharePoint is becoming more focused and purposeful, which is positive for its future.

Next week's topic will be "Citizen Developers and the Democratization of Data."

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This episode of the Clearly Podcast features a discussion on how clients can effectively manage their IT consultants. Key points include:

1. Finding the Right Consultant:
   • Clearly define your needs, including the level of expertise required, prior experience, and company culture fit.
   • Engage all relevant stakeholders in defining these needs to avoid common mistakes.
2. Managing Consultants for Maximum Benefit:
   • Use effective communication tools like SharePoint or Teams.
   • Set up regular but purposeful meetings, avoiding unnecessary attendees to save time and resources.
   • Ensure proper documentation of key processes and critical components for smooth handovers and continuity.
3. Avoiding Common Pitfalls:
   • Late payments can severely impact boutique firms; timely payments are crucial.
   • Avoid asking for free consulting or heavy discounts based on promises of future work or referrals.
   • Ensure contracts are fair and balanced, reflecting the value provided.
4. Additional Advice:
   • Value the expertise consultants bring and ensure they are used efficiently.
   • Maintain good communication and relationships to prevent misunderstandings and ensure smooth project execution.

For more detailed advice or assistance, listeners can reach out to Dave Saunders via LinkedIn or email at [email protected]. The podcast concludes with a note that the next episode will cover a different topic.

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🚀 Navigating the World of Databases 🚀

In the ever-evolving terrain of data management, making informed choices about the right database technology can significantly impact your business operations and strategy. From SQL and Dataverse to Data Lakes and, funnily enough, Excel, each platform serves unique needs and applications.
 
In our podcast discussing this topic, we embarked on an enlightened journey through the world of databases, exploring how these technologies compare, contrast, and complement one another in the vast landscape of data management.

🔍 Key Takeaways:

SQL stands as the time-tested foundation for structured data storage and management, perfect for businesses seeking reliability and scalability.

Dataverse emerges as the user-friendly contender, designed with the non-technical user in mind, offering predefined tables and seamless integration with the Power Platform and Dynamics 365.

For handling enormous analytical workloads, Data Lakes offer a cost-effective solution, capable of storing petabytes of data in their native format.

Excel is an ironic inclusion, while most data professionals agree Excel is not a database, they’d also (probably) agree it’s the most widely used data source.
 
Choosing the right database technology is more than a technical decision—it's a strategic one. Whether your business requires the robustness of SQL, the accessibility of Dataverse, the analytical prowess of Data Lakes, or even the simplicity of Excel, there's a solution that fits your needs.

For a deeper understanding of these technologies and how to align them with your business goals read our latest blog post. Let's demystify the database landscape together, ensuring your data management strategy is not just effective but transformative.

https://clearlysolutions.net/blog/navigating-the-database-landscape-data-lake-sql-dataverse-and-excelnbsp

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Utilizing Microsoft Power Platform and Microsoft 365 for Digital Transformation

Introduction:

The discussion focuses on Power Platform, digital transformation, and the use of Excel as a business app. The goal is to explore real-world examples of using Power Platform and Microsoft 365 technologies to create technical solutions for digital transformation through seven scenarios.

1. Annual Budgets

• To handle annual budgets, build an app to capture and store budget information in Dataverse.
• The app allows multiple users to edit simultaneously without locking cells, centralizing data and avoiding tracking issues associated with email and Excel.
• Once data is captured, it can be uploaded to financial tools like Microsoft Dynamics for further processing and tracking progress against budgets.

2. Holiday/Vacation Planner

• Create a holiday/vacation planner using a model-driven app for mobile users to submit requests.
• Capture data in Dataverse, track leave days, and send approval emails via Power Automate.
• Automate calendar blocking and out-of-office notifications.
• Integrate with Exchange for managing notifications and calendar events, and include Power BI reports for leave tracking.

3. Expenses with Authorizations

• Manage expenses using a mobile app to photograph receipts and submit claims.
• Store documents in SharePoint or Dataverse. SharePoint offers better searchability, while Dataverse provides secure file attachments.
• Address complexities of US-centric expense systems and automate tax calculations.

4. Creating and Sharing Reports

• Power BI is the recommended tool for sharing reports, offering both interactive and fixed-format (paginated) reports.
• While Excel can be useful for localized exploratory work, Power BI is ideal for sharing to avoid versioning issues.

5. Internal Contracts

• Replace Excel spreadsheets with Power Platform and SharePoint to manage internal contracts.
• Centralize contract data in Dataverse with model-driven and canvas apps, enhancing searchability and document management.

6. Customer Portals

• Use Power Pages to allow external users to access information without individual licenses.
• Enable customers to self-serve for invoices, receipts, and order history, reducing customer service calls.
• Integrate with courier systems for delivery information, providing tracking details and reducing inquiries about order status.

7. Microsoft Planner for Project Plans

• Utilize Microsoft Planner for project management, leveraging its Kanban functionality.

8. Joiners, Movers, Leavers (JML) Process

• Automate the JML process with Power Platform to streamline provisioning, updating records, and managing access.
• This automation saves time and improves security in handling JML tasks.
• Emphasize that automating non-value-adding processes like JML can significantly enhance efficiency.

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The podcast discusses whether Power Platform means Excel is obsolete. The conversation highlights that while Excel is frequently used for data storage, quick calculations, project plans, and Gantt charts, it often creates issues due to its lack of control over input, permissions, and versions. Building proper applications requires skilled coding, but Power Platform, especially Power Apps, allows for easy application development with better data management and integration with Power BI and Power Automate.

The argument for Excel emphasizes its versatility and familiarity, making it hard to replace for quick tasks and simple project management. However, Power Platform offers structured data management, user interaction, and enhanced security, making it a better solution for long-term and shared applications. The misuse of Excel as a database or business application is a key issue, and organizations need to educate themselves on the benefits of Power Platform. The discussion concludes that Excel should be used as a spreadsheet, while Power Platform should be adopted for more complex data management and application development. Future discussions will explore the implications of Power Platform on tools like SharePoint.

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The podcast discusses New Year's resolutions for data management. One resolution is to improve documentation. Despite being tedious, documentation is crucial because it prevents future issues when changes are needed, especially if the original team is no longer available. Agile methodology is often misunderstood to mean no documentation is needed, but this is not true.

For consultancies, providing good documentation for clients is essential to ensure seamless project continuity. Poor documentation can create significant problems, and clients often hesitate to pay for it due to past bad experiences. However, good documentation saves money in the long run by preventing costly mistakes.

Clear requirements and understanding of data sources are also highlighted as key to successful projects. Spending more time upfront on requirements and data ensures better outcomes and reduces scope changes and delays. Effective communication of requirements, including using presentations and mockups, is vital to ensure everyone understands the project needs.

The discussion also touches on the potential of the Power Platform (Power Apps, Power Automate, and Power BI) to replace unreliable Excel spreadsheets in organizations. Properly implemented Power Platform solutions can offer more reliable alternatives. However, governance is crucial to prevent misuse and ensure these tools are used appropriately. Organizations often lack proper governance, leaving all connectors open, which can lead to unauthorized data transfers.

Overall, the podcast emphasizes the importance of good documentation, clear requirements, effective communication, and proper governance in data management.

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Welcome to the Clearly Podcast Christmas Day special! This will be a short episode because we all have holiday festivities to attend.

The hosts discuss their ideal "data presents" for Christmas. Shailan would like a data migration and cleansing tool to streamline the process of moving data from on-prem to the cloud, especially for ERP systems. Andy's present is a perfect specification tool to ensure clear, unchanging project specifications. Tom wishes for a universal data dictionary so terms like revenue and profit are consistently defined across all organizations.

They acknowledge that these presents are unlikely to become reality but enjoy fantasizing about them. The episode concludes with holiday well-wishes and a reminder to enjoy the festivities. Merry Christmas and see you in the New Year!

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The podcast discusses the concept of lake houses in data architecture. A lake house integrates a data warehouse with a data lake, providing a more efficient and versatile means of storing and querying data. It follows a Medallion architecture with three layers: bronze for raw data, silver for cleaned and enriched data, and gold for aggregated data suitable for analytics. This structure helps prevent the data swamp issue common in traditional data warehouses.

Using a lake house can be cost-effective, allowing the storage of various data types quickly and inexpensively. It also supports data science applications by retaining raw data needed for detailed analysis. However, it requires additional steps for data transformation, especially for raw data.

Switching from an existing data warehouse to a lake house should be part of a larger transformation plan, done incrementally to ensure a smooth transition. For new setups, a lake house should be considered if large data volumes are expected, while traditional data warehouses might still be suitable for smaller organizations with existing SQL skills.

Modern tools like Azure Data Lake and Fabric can streamline the process, helping organizations achieve a single version of the truth. The discussion emphasizes the importance of evaluating organizational needs and available resources before deciding on the best data architecture solution.

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In this podcast, the consultants discuss the topic of migrating SQL Server to the cloud. They highlight the benefits of cloud migration, such as cost savings and technological advancements, and note that cloud skills are becoming essential in the job market.

Despite the prevalence of cloud migration, many organizations still use on-prem SQL, including older versions that are becoming unsupported. The consultants emphasize the need for planning, especially with SQL 2019 soon falling out of mainstream support.

They outline various migration options:

1. Moving the entire database.
2. Moving subsets of data using tools like Azure Data Factory.

They also mention tools to assist in migration, such as Azure Migrate, Azure Data Studio, Backpack files, Bulk Copy, and Data Factory. While transactional replication offers minimal downtime, it is complex and requires skilled DBAs.

The discussion touches on scenarios where organizations might choose not to migrate to the cloud, such as having managed data centers, legacy applications, high-security needs, or limited connectivity.

The consensus is that cloud migration is inevitable for most organizations over the next decade, except for specific edge cases. Hybrid models are effective, particularly as transitional steps, but will likely shift fully to the cloud over time.

The podcast concludes with a note on the importance of assessment tools for migration and a preview of the next episode on "What is a Lake House?". The consultants offer their assistance with migration projects and ongoing maintenance of SQL servers.

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