What happens to your BI solution if the expert leaves?

It often starts with a calendar invitation. A meeting that doesn't really have an agenda. But you understand immediately. Your BI manager - the one who keeps track of data flows, reports, cubes, and integrations - has decided to move on.

Whether it's retirement, a new job, or a reorganization, the question remains the same.

How do you replace someone who built the entire BI solution, and is the only one who really understands how it all fits together?

A scenario that is becoming more common

We meet more and more companies, especially global businesses, where one person holds all the BI expertise. Often someone who has been there for a long time, building the solution step by step. This has worked well, until now.

When this type of key person leaves, there is a clear vacuum. The business expects the reports to come in as usual. Management wants to continue making data-driven decisions. But behind the scenes, both documentation and backup are missing.

Real-life example

One of our customers, a global player with offices in multiple time zones, recently faced this exact challenge. Their only BI manager was leaving, and with them went the knowledge of how everything was connected: data models, loading schemas, transformation logic, and customized reports.

Filling the role with a new employee only added uncertainty, both in terms of cost and organization, and it would not solve the underlying issue of dependency.

That's where Cegal came in.

How Cegal helps companies secure BI expertise

Rather than chasing a replacement, Cegal suggested another route: Data Analytics as a Service (DAaaS), where an entire team takes over responsibility for the operation, development and support of the BI solution.

For the customer, this meant:

• Transfer of knowledge before the person left
• Documentation of the existing solution
• Clear SLAs and processes for incident management
• Access to multiple competencies (Power BI, ETL, Azure Databricks, Azure Fabric, etc.)
• A cost model that could be scaled up and down

The result? The business experienced no disruption, and was able to continue developing its BI environment, without having to bring in new employees.

What do you risk by not acting?

When a key person leaves and there is no clear plan in place, it's not just technical details that are lost. It can have major consequences for the whole business.

Here are some examples:

• Data errors that aren't detected in time, which can lead to wrong decisions
• Reports that cannot be updated or recreated
• Stalled development - the business wants more, but nothing can be done
• IT overload, or the business scrambling to pick up the pieces ad hoc
• Increased costs down the line to rescue a dismantled structure

Common questions we get from other companies in the same situation:

What if we want to hire someone down the line?
It is possible to combine our service with an internal BI role. We can both support during onboarding and gradually hand over parts - without risking a loss of competence.

How quickly can we get started?
Very quickly. In urgent cases, we can start with an initial analysis and knowledge acquisition within a few days.

Can we use DAaaS as a temporary solution?
Yes, many use us as a “bridge” to transition skills — but many also stay, because the solution is both flexible and cost-effective.

Are you in a similar situation?
If you’re facing the loss of a key BI person, or noticing that your solution depends too much on individuals, it’s time to act before it becomes a crisis.

We are happy to help you:

• Map the current situation
• Identify risks and dependencies
• Create a concrete plan for how the BI solution can be secured