BI Tools: PowerBI and

Tableau | Introduction

Your Guides: Atul KunKulol, Sankhadeep Dhar

Introductions
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• Take 5 Minutes

• Turn to a Person Near You

• Introduce Yourself

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Agenda
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• Introduction to Power BI and its components

• Getting Data
• Mockup – PM and RM Dashboard
• Publishing and Sharing
• Best practices and its limitations
• Tableau Introduction

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Business Intelligence
4

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Introduction to Power BI
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Power BI is a dashboard tool from Microsoft that lets you connect to variety of data sources and create visually stunning
and interactive dashboards.

Power BI has 3 main elements:

• Power BI Desktop
• Power BI Service
• Power BI Mobile

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Data Flow
6

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Power BI Service
Let’s get started
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• Signup for Power BI Service

• Datasources
• Files
• Databases
• Services

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Datasources
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• SaaS solutions
• Azure services
• Custom content packs
• Custom connections
• On-premise SAS data
• Excel workbooks
• CSV files
• Power BI Desktop files

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Files
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• Excel
• Formatted as table

• CSV

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Power BI Service
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• 75 different SaaS Services

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Database
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• SQL Server
• Oracle
• And any other databases which you have access

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Navigation
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• Power BI layout
• Menu
• Components
• Pages
• Favorites

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Components
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• Chart Visualizations
• Bar chart
• Column chart
• Line chart
• Are chart
• Pie chart
• Combo chart
• Bubble chart
• Scatter chart
• Donut chart
• Gauge chart
• Funnel chart
• Waterfall chart

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Components
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• Text Visualizations
• Single number card
• Multi-row card
• Table
• Matrix
• Other
• Map
• Filled map – intensity of the color
• Slicer – allows filtering
• Image – add logos or status indicator
• Custom Visualizations

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Custom Visualizations
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• https://app.powerbi.com/visuals/

• There is an active developer community

creating a wide variety of custom
visuals. You can download custom
visuals and use them in your Power BI
reports.
• Custom Visuals
• R-powered Visuals

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Let’s create Reports
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• Reports using Excel Data

• PMO Reports using CA PPM Data
• RM Reports using CA PPM Data
• Reports using SaaS applications - Smartsheet, Service Now and Jira Data

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RM Dashboard
Dashboards
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• Pin Reports
• Pin Live Tiles
• Add Text Box
• Add Image
• Add Video content
• Add Web content

• Quick Insights
• Ask a question

• Featured Dashboards

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Power BI Q&A
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• Entities • Best Practices

• Table names • Format as Table
• Column names • Name Table
• Calculated field names • User-friendly name
• Functions
• Sort
• Filter
• Aggregate
• Group
• Visualize

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Power BI with Cortana
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• Requirements
• Windows 10.x
• Enable Cortana in Windows
• Use the Office 365 account used in Power BI
• Enable Cortana for the dataset

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Sharing
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• Publish reports to the web

• Share dashboards
• Duplicate and modify shared dashboards (personal versions)
• Publish a content pack
• Export to multiple formats
• Print
• QR code

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Steps to share
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• Publish to web
• Do not use this option as it will allow access to dashboard to public
• Share
• Grant/Revoke access to colleagues in the organization
• It will warn you if you have entered an email address outside the organization

• Create Groups (Pro only)

• Public or Private groups
• Edit or View only groups

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Data Refresh
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Power BI Desktop
Power BI Desktop
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• Model data
• Transform
• Shape
• Merge or append
• Relate data
• Join two data sets
• Work offline

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Getting Data
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The following shows the different data sources currently available in the most recent version of Power BI

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 Reducing Data
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Click on the data tab and click on the Edit Queries

- remove columns
- filter rows

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Transform Data
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• Use first row as header

• Split the field or concatenate fields
• Replace values null with blanks
• Group data
• Pivot/unpivot columns
• Aggregate functions
• Format columns

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Create relationships between tables
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• Import multiple tab from Excel or Create multiple queries

• Join the tables

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Deploy
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• Import the PBI desktop file to Power BI app service

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Power BI Mobile
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• Download app to your mobile device

• Access Reports and Dashboards
• No edit capability
• Annotate on Reports/Dashboard
• Share Dashboards with others
• Keeps track of recently used Reports/Dashboards
• Search capability

• Demo Power BI Mobile

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Tools
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• Power BI Publisher for Excel

• PivotTables
• PivotCharts
• Charts
• Ranges

• Demo Power PI Publisher for Excel

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Limitations
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• Data refresh schedule

• Pricing
• Printing

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Tableau
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Tableau Introduction
Another equally powerful dashboard/data analysis tool. For comparison
between Power BI and Tableau, please visit:
https://www.tableau.com/compare-tableau-power-bi

The high level steps in creating a dashboard remains the same in

Tableau. Below are the Tableau Components.
Tableau
Tableau Server Tableau Reader Tableau Public
Desktop
• Create • Share- Web • Share – Local • Share –
• Major data • Free Everyone
analysis and Download • Free
dashboard Download
creation goes
in here.

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Tableau File Types
42

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Tableau Navigation
43

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 Data Connections
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File Connections Server Connections

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Demo – Connecting to a Live Data Source
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 Connections – Live vs Extract
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Live: Data source that provides real time or near real time data to
Tableau. Directly connects to database or other sources.
Extract: A snapshot of data. Extracts that are shared on the
tableau Server can be refreshed according to a schedule.

Decide based on Performance, Data Security and Data

Consistency considerations.

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Components
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• Rich set of graphical components

• Column and Stacked Charts
• Line charts and area fill charts
• Pie Charts
• Scatter plots
• Data Clusters
• Histograms
• Smart Histograms
• Treemap
• Text box
• Format chart elements

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Sorting and Filtering
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• Sorting
• Sorting based on field’s values
• Combining fields to sort by more than one criteria

• Filtering
• Selection filter
• Wildcard filter
• Condition filter
• Top filter
• Filter using parameters

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Groups and Sets
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• Groups
• Define a group
• Define a group for “other” values

• Sets
• Define a set
• Summaries using sets
• Combining sets

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Crosstabs
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• Create a crosstab
• Unpivoting a crosstab
• Add total and subtotals

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Build Portfolio Dashboard
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Live Demo

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Data Blending
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Method for combining data from different data sources and is not the same as a table join!!
Example: data from Clarity and rolled up cost data from SAP.

Use Data Blending when:

a. Data needs Cleaning
b. Join causes duplicate data: this means, data is at different levels of details
c. High Data Volume

Steps:
a. Set up Data Sources.
b. Define the Primary and then the Secondary Data Sources
c. Define or Edit Relationships

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Analyzing Data using Statistical Tools
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• Calculated fields and Built-in Functions

• Calculate Averages, Medians, Minimums and Maximums
• Display Summary card
• Calculate percentages of a table total
• Forecasting future values

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Features
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• Data Cleanup
• Split text columns into multiple
• Recommends visualization based on data selected
• Stories
• Captions

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Dashboards
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• Arranging and formatting dashboard elements

• Define a filter action
• Define a highlight action
• Define a URL action

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Benefits of Dashboards
Benefits of Dashboards
• BUY-IN
• Dashboards provide a convenient way for
management to start looking at CA PPM
data first hand
• Once the rest of the organization realizes
executives are using dashboards, they
start maintaining the CA PPM Data
(instead of managing in their own
spreadsheets)
• This automatically creates better quality
data
• Over time, CA PPM becomes the “one
source of truth”
 Benefits of Dashboards
• Consistency in KPI reporting
• Some large organizations have
multiple PMO’s that result in multiple
different processes
• KPI’s are a result of the process
developed by each PMO and could
mean different things to different
people
• Dashboards bring consistency in
reporting KPI’s, encouraging
consistent processes
 Dashboard Levels
• Not all Dashboards are for all
audiences
• When creating dashboards it is
critical to understand the
consumers of the information being reported
• Common audiences that will be viewing dashboards include
• CEO/board level
• Corporate vice president/director level
• IT/Bus strategic level, similar to above, but focused on IT or Bus
• IT/Bus operational dashboards
 5 P’s of Effective Dashboard Delivery
• Purpose
• Clear objective
• Should deliver actionable insight
• Information relevant to the purpose and audience – less is more
• Draw attention to relevant trends, pain points, comparisons
• Balance the content – good and bad news; bad news only may be demotivating
• Process
• Agile methodology (2 week sprints)
• Prototype to demonstrate the “Art of the Possible”
• Align requirements with the available technology
• User involvement
 5 P’s of Effective Dashboard Delivery, cont.
• Participants
• Target select groups as audience, not the whole
organization
• Data is not “nice to have” if it doesn’t help the
user arrive at actionable insight
• Predefined conclusions relieves users from
performing their own analysis

• Pull
– User friendly, engaging, and easy to use
interface will make the user want to consult
the dashboard frequently
– Encourage interaction, drill down capability
– A good dashboard needs little or no training
 5 P’s of Effective Dashboard Delivery, cont.
• Principles
• Trust and integrity – data should be secure
and validated against the source system
• Test the functionality of the dashboard;
should be error free.
• 5 minute principle – Within 5 minutes, users should be able
to review the dashboard, understand the metrics and
trends, and be on their way…
Questions?

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Thank You For Attending regoUniversity
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