Source: [Original HTML page](https://stolenorbit.com/en/services/controlled-ai-reporting/)

Language: English

ASSESSMENT AND IMPLEMENTATION

# Readable reports built on numbers you can verify.

A clear narrative is useful only when the figures and definitions behind it are sound. Stolen Orbit proposes reporting workflows that collect authorised data, apply agreed calculations and prepare an AI commentary that distinguishes observations, comparisons and hypotheses requiring investigation.

[By Stolen Orbit](https://stolenorbit.com/en/about/) Updated 24 September 2026

[Let’s discuss your process](https://stolenorbit.com/en/contact/)

## Start with a shared definition of the measure.

[Source for this section](https://stolenorbit.com/en/services/controlled-ai-reporting/#definitions)

An open-requests report might count incoming cases, unresolved tickets or assigned activities: three different numbers. Agree the meaning of each metric, period, filters, source and owner before automating it. A percentage also needs a defined denominator and a rule for when that denominator is zero.

Calculations should be reproducible in the agreed data layer, rather than asking a language model to reconstruct totals from prose. AI can explain precomputed changes and suggest questions to investigate. It should not turn an observed association into a demonstrated cause.

## Worked scenario: a weekly support summary.

[Source for this section](https://stolenorbit.com/en/services/controlled-ai-reporting/#example)

Illustrative scenario: an operations owner needs to understand which requests are stuck and where to intervene. The report states its period, data freshness and inclusion rules before presenting a short commentary. Waiting requests increased differs from the team became less productive: the second conclusion needs additional evidence.

Scroll the table to compare all columns.

Definitions for an operational report

| Indicator | Rule to define | Validation |
| --- | --- | --- |
| Open cases | Included states at the period cutoff | Handle duplicates and cancelled cases consistently |
| First response time | Start event, valid response and working hours | Separate unanswered cases and missing values |
| Waiting requests | Reason and owner of the wait | Do not attribute all waiting time to the internal team |
| Week-on-week change | Comparable periods with the same definition | Flag changes in workflow or coverage |

## Combine sources without multiplying the records.

[Source for this section](https://stolenorbit.com/en/services/controlled-ai-reporting/#data)

Joining tickets, activities and contacts can multiply rows when a case has several activities. Define what one row represents in each source and how sources relate. Reconcile counts and totals against a reference before introducing a narrative. Include time zones and currency conventions if the report spans countries.

Microsoft’s Power BI guidance distinguishes facts, dimensions and granularity. These concepts help avoid inconsistent aggregation; the implementation may use different tools. Tool selection depends on the data model, available access and the people who will maintain the reporting process.

[Microsoft guidance on facts, dimensions and granularity](https://learn.microsoft.com/en-us/power-bi/guidance/star-schema)

## A possible report-preparation workflow.

[Source for this section](https://stolenorbit.com/en/services/controlled-ai-reporting/#workflow)

1.  ### Define one report and its audience
    
    Choose the decision the report supports, the necessary metrics and its cadence. Resist adding indicators with no identifiable operational use.
    
2.  ### Calculate and validate
    
    Prepare extraction and transformation with missing-data, duplicate, period and total checks. When a source is stale, show the limitation or hold the report for review.
    
3.  ### Prepare a commentary draft
    
    Give the AI approved results and definitions. Each observation must connect to a number or a source. Label hypotheses and unanswered questions explicitly.
    
4.  ### Approve and distribute
    
    An owner performs the agreed review and authorises any distribution. Recipients, permissions and version retention belong in the scope, rather than occurring automatically as a side effect of text generation.
    

## Check whether the reporting project is ready.

[Source for this section](https://stolenorbit.com/en/services/controlled-ai-reporting/#readiness)

If two departments currently disagree on the total, adding an AI commentary will not settle the discrepancy. Reconcile the definitions first. A deterministic template may be sufficient for a short, stable report. Add AI where it helps summarise genuinely variable information and where the review effort remains proportionate.

-   Metrics have approved definitions and a responsible owner.
-   A reference exists against which to reconcile at least one period.
-   The report distinguishes current, incomplete and non-comparable data.
-   Readers can trace a conclusion to the supporting figures.

FROM IDEAS TO A BRIEF

## A template to work from.

[Source for this section](https://stolenorbit.com/en/services/controlled-ai-reporting/#downloads)

### Business reporting brief

A report contract covering audience, metric definitions, sources, checks, reviewer and distribution conditions.

[Download the Markdown template](https://stolenorbit.com/downloads/reporting-brief-en.md)

### AI data readiness worksheet

A source inventory with observed defects, remediation actions and an approved sample for the trial.

[Download the Markdown template](https://stolenorbit.com/downloads/data-readiness-en.md)

### Human review plan

Routing and approval rules with named roles, review evidence, handling windows and a fallback when the reviewer is unavailable.

[Download the Markdown template](https://stolenorbit.com/downloads/human-review-policy-en.md)

## Practical questions

[Source for this section](https://stolenorbit.com/en/services/controlled-ai-reporting/#faq)

**Can AI calculate the KPIs itself?**

We propose computing KPIs through defined, verifiable formulas or queries. The model can assist with commentary on those results, keeping numerical computation separate from text generation.

**Can the report arrive automatically?**

Preparation can be scheduled. Sending requires agreed recipients, authorisation and publication conditions. If data is incomplete or a validation check fails, the workflow should avoid distributing a report that appears final.

## References and method

[Source for this section](https://stolenorbit.com/en/services/controlled-ai-reporting/#sources)

[Microsoft Learn — Star schema guidance for Power BI](https://learn.microsoft.com/en-us/power-bi/guidance/star-schema)

Reference for data granularity, relationships and measures; it does not prescribe Power BI for every project.

EXPLORE FURTHER

[Business reporting brief](https://stolenorbit.com/en/templates/business-reporting-brief/)

[AI data readiness worksheet](https://stolenorbit.com/en/templates/ai-data-readiness/)

[Human review plan](https://stolenorbit.com/en/templates/human-review-policy/)

[Business process automation](https://stolenorbit.com/en/services/business-process-automation/)

[RAG or fine tuning: first identify the error you need to fix.](https://stolenorbit.com/en/resources/rag-or-fine-tuning/)

[Prepare data for AI by checking one process, not the entire archive.](https://stolenorbit.com/en/resources/data-readiness-for-ai/)

[All practical guides](https://stolenorbit.com/en/resources/)

## Which process should improve first?

[Source for this section](https://stolenorbit.com/en/services/controlled-ai-reporting/#growth-closing-heading)

Start with a concrete process, the systems you use and the people who will operate it every day.

[Let’s discuss your process](https://stolenorbit.com/en/contact/)

## Turn the question into a next step.

-   [AI implementation costs](https://stolenorbit.com/en/resources/ai-implementation-costs/)
-   [How much time could automation release?](https://stolenorbit.com/en/tools/automation-roi-calculator/)
-   [Measuring automation outcomes](https://stolenorbit.com/en/resources/measuring-automation-outcomes/)