PKF-CAP - Self-Service Analytics Platform

n8n Analytics RBAC Automation Data Integration Webhooks Dashboard

The Problem

Manual operational processes (CaseWare access, charge codes, QC forms) created bottlenecks, while fragmented data sources made partner-level analytics slow and labor-intensive

My Approach

Built self-service analytics platform with Role-Based Access Control and n8n workflows, integrating operational data via webhooks for pseudo real-time analytics

Overview

As Technology & Analytics Associate at PKF-CAP LLP (Jun 2025 - Present), I built a comprehensive self-service analytics platform that automated operational workflows and provided real-time business intelligence for partner decision-making.

The Problem

Manual Operational Bottlenecks

CaseWare Access Management:

Manual request processing
Slow approval workflows
No self-service capability
Tracking via emails/spreadsheets

Charge Code Access:

Repetitive access requests
Manual provisioning
Delayed project onboarding
Administrative overhead

Quality Control Forms:

Paper-based or static forms
Manual data collection
Delayed review cycles
Difficult to track completion

Common Pain Points:

Long end-to-end workflow lifecycles
Manual intervention required at each step
Lack of transparency into status
Inefficient resource allocation

Fragmented Data for Analytics

Data Scattered Across:

Operational spreadsheets
Upstream source systems
Email threads
Manual reports
Legacy databases

Analytics Challenges:

Manual data aggregation required
Time-consuming partner reviews
Stale data for decision-making
No real-time visibility
80%+ workload on data preparation

Impact:

Delayed business insights
Reactive rather than proactive decisions
Limited analytical capacity
Partner frustration

The Solution

Self-Service Analytics Platform

Comprehensive Platform Features:

1. Role-Based Access Control (RBAC)

Permissions System:

User role definitions
Granular access controls
Secure data visibility
Audit logging

Benefits:

Appropriate data access per role
Security compliance
Self-service within boundaries
Reduced admin overhead

2. n8n Automated Workflows

Process Automation:

CaseWare Access Workflow:

Request Submission (Self-Service)
    ↓
Automated Validation
    ↓
Role-Based Routing
    ↓
Approval (if required)
    ↓
Automatic Provisioning
    ↓
Notification to User

Charge Code Access Workflow:

User Request Form
    ↓
Project Code Validation
    ↓
Manager Approval (async)
    ↓
System Provisioning
    ↓
Access Granted
    ↓
Confirmation Email

Quality Control Forms Workflow:

Form Submission
    ↓
Validation Rules
    ↓
Assignment to Reviewer
    ↓
Review Process
    ↓
Status Updates
    ↓
Completion Notification
    ↓
Analytics Integration

Workflow Benefits:

70% reduction in end-to-end lifecycle time
No manual bottlenecks
Transparent status tracking
Scalable processes
Consistent execution

Real-Time Analytics Integration

n8n Webhook Architecture:

Data Flow:

Operational Data Sheets
    ↓
n8n Webhooks (triggered on changes)
    ↓
Data Transformation
    ↓
Analytics Dashboard Update
    ↓
Pseudo Real-Time Refresh

Upstream Source Integration:

Source Systems → Webhooks → ETL → Dashboard

Key Features:

Automatic data synchronization
Event-driven updates
Minimal latency
No manual refresh needed

Analytics Dashboard Capabilities:

Partner Review Interface:

Real-time KPI tracking
Operational metrics
Resource utilization
Project status
QC completion rates
Bottleneck identification

Decision-Making Support:

Current vs. historical trends
Drill-down capabilities
Export functionality
Customizable views
Alert notifications

Impact:

80% reduction in data aggregation workload
Partners access analytics directly
Data-driven decisions
Proactive issue resolution

Technical Implementation

Architecture

Platform Components:

Frontend:

Self-service request portals
Analytics dashboards
Status tracking interfaces
Admin panels

Backend:

n8n workflow engine
RBAC system
Database storage
API integrations

Data Layer:

Operational data store
Analytics data warehouse
Real-time sync engine
Audit logs

Integration:

Users → Self-Service Portal → n8n Workflows → Systems
                                    ↓
Operational Data → Webhooks → ETL → Dashboards

n8n Workflow Design

Workflow Templates:

1. Access Request Processing

Form intake node
Validation logic
Approval routing (conditional)
System provisioning API calls
Notification triggers

2. Data Integration

Webhook receivers
Data transformation
Deduplication
Database upsert
Dashboard refresh trigger

3. Quality Control

Form submission handling
Validation rules engine
Assignment logic
Status tracking
Completion notifications

RBAC Implementation

Role Definitions:

Staff
Senior Staff
Manager
Partner
Admin

Permission Matrix:

Resource        Staff   Senior  Manager Partner Admin
CaseWare Access Request Request Approve View    Manage
Charge Codes    Request Request Approve View    Manage
QC Forms        Submit  Submit  Review  Review  Manage
Analytics       Limited Limited Full    Full    Full
Workflows       N/A     N/A     Monitor Monitor Manage

Security Features:

Authentication integration
Session management
Access logging
Compliance reporting

Webhook-Driven Analytics

Real-Time Data Pipeline:

Trigger Events:

New row in operational sheet
Data update/modification
Status change
Completion event
Error condition

Webhook Processing:

Event received
Data extracted
Validation performed
Transformation applied
Database updated
Dashboard notified
Cache refreshed

Performance:

Sub-second webhook response
Pseudo real-time updates (< 5 seconds)
Scalable to high event volume
Fault-tolerant processing

Key Features

1. Self-Service Portal

CaseWare access requests
Charge code provisioning
QC form submission
Status tracking
Request history

2. Automated Workflows

Zero manual intervention
Conditional routing
Parallel processing
Error handling
Retry logic

3. Real-Time Analytics

Live KPI dashboards
Operational metrics
Resource allocation
Project tracking
QC completion rates

4. RBAC Security

Role-based permissions
Secure data access
Audit trails
Compliance ready

5. Integration Layer

Operational data sheets
Upstream systems
Email notifications
Third-party APIs

Impact & Metrics

Operational Efficiency:

70% reduction in end-to-end workflow lifecycles
Eliminated manual bottlenecks
Self-service capability for staff
Consistent process execution

Analytics Productivity:

80% reduction in data aggregation workload
Partners access insights directly
Real-time vs. weekly/monthly reports
More time for analysis vs. data prep

User Experience:

Instant request submissions
Transparent status tracking
Fast provisioning
Professional self-service

Business Value:

Data-driven decision making
Proactive issue resolution
Resource optimization
Improved partner satisfaction

Use Cases

1. CaseWare Access Management

New project onboarding
Temporary access for audits
Access revocation
Compliance tracking

2. Charge Code Provisioning

Project setup automation
Time tracking enablement
Cost center management
Budget monitoring

3. Quality Control

Engagement quality reviews
Compliance checks
Process improvement
Training identification

4. Partner Analytics

Performance dashboards
Resource utilization
Revenue tracking
Project profitability

Technologies Used

Automation:

n8n workflow platform
Webhook triggers
API integrations

Data:

Real-time ETL
Data warehousing
Dashboard tools
Query optimization

Security:

RBAC framework
Authentication systems
Audit logging
Encryption

Frontend:

Self-service portals
Analytics dashboards
Responsive design

Future Enhancements

Planned Features:

Advanced Analytics:

Predictive insights
Machine learning models
Anomaly detection
Forecasting

Workflow Expansion:

More automated processes
Intelligent routing
Dynamic approvals
Process mining

Integration:

Additional source systems
CRM integration
Financial systems
HR platforms

Mobile Access:

Mobile-responsive dashboards
Push notifications
Mobile request submission

Context

PKF-CAP LLP is a Singapore-based accounting and business advisory firm. This role as Technology & Analytics Associate (Jun 2025 - Present) focuses on building internal technology solutions and business intelligence capabilities to improve operational efficiency and enable data-driven decision making.

Conclusion

The self-service analytics platform transformed PKF-CAP’s operational processes from manual, bottleneck-prone workflows to automated, transparent systems with real-time business intelligence. By reducing workflow lifecycles by 70% and data aggregation workload by 80%, the platform enables staff to work more efficiently and partners to make faster, data-driven decisions.

Impact Metrics

70%

Workflow Lifecycle Reduction

80%

Data Aggregation Workload Reduction

Technology & Analytics Associate

Role