The one surprising thing about Visio Integration in Power BI

I was introduced to the new Visio custom visual for Power BI during the Microsoft Inspire convention. After a few minutes, I was impressed with the power and simplicity of it. It helped solve a problem that we’ve had when building out Power BI reports.

Telling a Complete Digital Story

In my Power BI classes, I talk about the importance of creating complete digital stories. They are complete in that you have three components, which allow the story to be understood in a standalone fashion. The three components are

  • Where are you
  • Where do you need to be
  • What is the path or connection between the two states

Think of Visio integration as the easiest way to show your data road map. The Visio diagram can add needed context to the overall picture. Adding proper context with a great diagram makes it much easier to interpret the results, make critical decisions, and take necessary actions.

Quick Power BI Example

Imagine you are a banker and you are trying to assess the current state of your loan process. Throughput is a very important to this process and you want to avoid things getting hung up as this impacts profits. Clients also get upset when they miss closing dates as they can lose real estate deals.

Today, Showing Data without Context

Today you have a Power BI report with various visuals that provide health metrics. You can easily see things like which step has the highest average age of items. You can even see with the bubble chart the overall distribution of steps by Average Age and Item Count.

However, the story isn’t very compelling and it doesn’t answer a key question, what else will be impacted if I don’t fix process step X? Do you clearly know where to focus your attention?

Tomorrow, Your Data In Context

Compare to this report where we’ve added a Visio diagram of the process. The diagram serves as a heat map. Areas that have high aging average values will be in Red. Those in danger are in Yellow and everything else is green. I can still answer the questions I had before. However, now I can see in a glance where I have too many “old” loans in process and what will be impacted downstream.

As I click on any visual on the report, the Visio diagram will zoom to the related step. If I click on the red process step in the Visio diagram, all other visuals on the page are filtered. These behaviors encourage further exploration of the data.

Surprisingly Easy to Implement

The one thing that surprised me about this visual is how easy it is to incorporate Visio diagrams you already have into your Power BI reports. The mechanics are such to make it very easy to map data to the shapes.

Scenario

I want to replace the Visio Diagram above with an existing one that I have. It shows the four major phases of the process. I want to use this diagram on an Executive version of the report, where I don’t need great operational detail.

Prepare Your Diagram

Step Action Diagram
Take your existing diagram and do this:
Design, Size, Fit to Drawing.
This helps reduce the white space around the drawing
The canvas will appear as shown.
Save your diagram using File, Save
If the diagram is not already in an Office 365 SharePoint folder, upload the diagram to a location that the consumers of the report would have access.
    
Click on the diagram to view it in the browser
Copy the URL as you’ll need this later in Power BI to insert the diagram.

Replace the Existing Visio Visual with a New Instance

Step Action Diagram
Open the model in Power BI Desktop
Select the Visio custom visual that shows the existing diagram
Go to the Visualization area and select another visual type. This resets the Visio custom visual
Click the Visio icon in the Visualization area to change it back
Paste in the URL of your diagram that you saved earlier.
Click Connect and login

Map Your Data to the Diagram

There are two tasks that are generally required when adding an existing diagram to a Power BI report.

  1. Replace the column value in the ID field.
  2. Map each shape to a data value in the ID column.

The procedure below will take you through the steps to do both actions.

Update the Column Values in the ID Field

Step Action Diagram
In Power BI Desktop, go to the Fields tab for the Visio visual. Drag the new ID column value over the existing column value.
Now Phase is in the ID Field.

Map Shapes to Data Values

Step

Action

Diagram

Click the < on the Field Mapping bar in the Visio Custom Visual
You will see the ID: field highlighted in yellow
Click the dropdown next to the ID field name. You’ll see the list of data values from the ID column shown.
To map a shape to a data value, select the shape, then select the data value to map to it.
Repeat for each shape and data value.
When you are done, collapse the ID field
Review the Values Settings below.
If you want to show the actual value, change the Display As to Text
OR
If you want to show the value in the form of a heat map, change the Display As to Colors. Set the colors and range accordingly.
Save and Publish Your Power BI model.

Live Example

When you see your report online, you can either click any box in the Visio diagram to filter all other visuals or you can click another visual to filter the Visio diagram.

An example of this report can be found below.

Conclusions

As you’ve seen, the mapping feature makes it quite easy to incorporate any existing Visio diagram into a Power BI dashboard. You can now add things like Org charts, process maps or other visual data for filtering in your reports.

More Information

If you want to know more, check out these links.

Want to Learn More? Register for one of our virtual training classes today!

Value.Compare in Power BI, An Advanced Power BI Class Excerpt

Course Image

This post is an excerpt from our Advanced Power BI class.

Importance of Data State

Analyzing data states in the data collected is generally the primary focus of our Power BI analyses. We look at aspects related to standards, compare dates to today’s date and execute other such comparisons. The business user who consumes your data is very focused on specific data states, which are defined and driven by their internal business rules. These rules will tend to change over time as the business evolves. Hence, it is important to implement your state definitions in a way that is flexible and reduces the number of changes necessary to implement a changed business rule.

Introducing Power BI Value.Compare

You’ll learn a technique using Power BI M Value.Compare, which enables you to easily convert dynamic ranges into states while reducing your data model maintenance effort. The need for this is that states, such as those of overdue invoices or tasks, where a large number of variances is returned, can create challenges which result in pieces of business logic being implemented in several different locations, like visual filters, etc.

Value.Compare enables you to easily convert the large number of potential values into a discrete set of states. This technique encapsulates the business logic into one place, reducing long term maintenance effort and places to maintain the business logic when the business rules inevitably change over time.

You’ll see two examples of Value.Compare usage. One example will show you how to use the function with comparing appointment dates to today’s date and converting variances to a state. We’ll show you how to use embedded data type conversions to prepare the data so that you can use Value.Compare. The other example will show how to use Value.Compare to determine Service Level Agreement compliance, based on duration values. This will show you an easy way to implement this logic and how to externalize the comparison value using a parameter.[/fusion_text][/fullwidth]

Creating Beautiful Power BI Slicers

This post addresses one of several common challenges for new Power BI users face. We’ve compiled a list of challenges, based on Our Real World Power BI training series.

Making your Power BI slicers visually distinctive.

Many new users can create slicers in Power BI to enable the end user to dynamically explore their data. However, many don’t know about the styling options that can make your slicers visually distinct and finger friendly for touch devices.

The video below takes you through the steps to beautify your slicers.

How to: Group Dates by Week in Power BI

This post shows you how to use the date hierarchy and the grouping function to easily group your data by year, month, week in Power BI. This can be very handy when reporting against data that is timephased, such as sales transactions or Project Online schedule and capacity data.

If you need to start your week on a specific day of the week, you can create a new column based on your date, using this DAX statement:

Week Beginning Date = ‘TableName'[DateFieldName] – MOD(‘TableName'[DateFieldName]-1,7) + [Add 0 for Sunday, 1 for Monday, etc. to start week accordingly]

Power BI Dashboards in One Day for SharePoint / Office 365

Want to learn how to build this kind of dashboard over SharePoint data?”

Yes you can! The big difference between our class and ones you’ll find elsewhere is that we go beyond the tool knowledge to show you:

  • How should I approach my BI need?
  • What things should be considered when creating dashboards?
  • What are the best practices?
  • How much is this going to cost me to license?
  • What security aspects should concern me?

Why you should take this course

To save time and money, immediately and in the long run. Since we’ve been in your shoes before, we also discuss topics related to maintenance, implementation, security and design best practices.

According to Forrester, half of a department’s annual reporting needs are ad hoc, which works out to be about 50 reports a year. They also added that the fully loaded cost of an individual report is $3200-$6100 per report. Each report can eat up up to 32 hours of time to develop and test. That’s hundreds of thousands of dollars spent in throwaway report investment.

Learn a faster, cheaper way to explore your data. Power BI is well suited to enable quick ad hoc reporting where you spend the majority of the time developing the data set, rather than the individual report. This helps you save money and reduces the cost of developing ad hoc reports.

Who should take this course

If your company uses Office 365 or SharePoint 2013/2016 and you are a:

  • Manager
  • Business Analyst
  • Power User
  • SharePoint Administrator
  • Consultant

You need this class if you are expected to use data from Office 365 and SharePoint to do your job effectively. The class assumes no prior knowledge of Power BI and Data Concepts

What is required for this class

  • Install Microsoft Power BI Desktop
  • We’ll provide a Office 365 site for you to use for exercises

What you will learn

In this training course you will learn how to create Production Dashboards using Power BI, from SharePoint list and document library data.

You will learn how to use Power BI in a multitude of situations, including ad hoc analysis and the creation of formal dashboard. You will learn about the Power BI components: Power BI Desktop, PowerBI.com, Power BI mobile applications and how they can be used with Office 365 and SharePoint

You’ll also receive an introduction into the core functions of Power BI; Data extraction, loading and transformation using Power Query Formula Language (“M”) and DAX. You’ll receive some guidelines on how to extract Project data in fast manner.

You will discover some data modeling practices that will ensure you have maximum flexibility in analysis. You’ll also learn some visualization best practices to ensure you can tell your digital story effectively.

You’ll learn best practices for maintaining content with your organization. This course provides an end to end view of Power BI for Project reporting, so that you are able to use Power BI immediately for your needs.

What you will get

You’ll get the tools to immediately get started on your design. You’ll receive:

  • Design spec that prompts the asking of the right questions
  • PowerPoint-based layout templates for dashboard paper prototyping
  • Tried and true BI design approach

5 critical value-adds you will take back to your company

  • You’ll have a jump start on a standard BI development approach
  • You’ll deliver new insights into your data.
  • You’ll have a great understanding of how Power BI can be used and implemented
  • You’ll learn techniques to make your dashboards perform well with SharePoint data
  • You’ll gain insight into how others are leveraging Power BI within their companies.

How will the class be conducted?

The class will be conducted live in an 8 hour session over Skype for Business, from 7 AM – 11 AM and 12 PM to 4 PM Pacific Time, with a lunch break from 11 AM -12 PM and other breaks during the day.

The sessions will occur on Wendesday, September 28, 2016.

This class will be recorded and made available, in case you miss part of the class or are unable to attend live.

What’s the cost?

Only $199 per person to learn how to unlock the power of your data.

Questions?

Contact us directly at info@tumbleroad.com.

Curriculum

  • Introduction to Power BI
  • Getting Data from SharePoint
  • Using Power Query M for Data Retrieval and Transformation
  • Data Modeling with DAX
  • Data Visualization Techniques
  • Content Administration and Deployment
  • Licensing and Planning Considerations

Project Dashboards in One Day Using Microsoft Power BI – Project Online – Sept 14

“Want your Project reporting to look like this?”

Then this is the class for you! The big difference between our class and ones you’ll find elsewhere is that we go beyond the tool knowledge to share real world experience with these questions.

  • How should I approach my BI need?
  • What things should be considered when creating dashboards?
  • What are the best practices?
  • How much is this going to cost me to license?
  • What security aspects should concern me?

Why you should take this course

To save you and your company time and money. Project management depends on great data. It’s the lifeblood of your team for making decisions and taking action. You need data for decisions and you are spending a lot of time and money currently, trying to get to that data.

According to Forrester, half of a department’s annual reporting needs are ad hoc, which works out to be about 50 reports a year. They also added that the fully loaded cost of an individual report is $3200-$6100 per report. Each report can eat up up to 32 hours of time to develop and test. That’s hundreds of thousands of dollars spent in throwaway report investment.

Learn a faster, cheaper way to explore your Project data. Power BI is well suited to enable quick ad hoc reporting where you spend the majority of the time developing the data set, rather than the individual report. This helps you save money and reduces the cost of developing ad hoc reports.

Who should take this course

If your company uses Project Online and you are a:

  • Manager
  • Business Analyst
  • Power User
  • Project Server/Online Administrator
  • SharePoint Administrator
  • Consultant

You need this class if you are expected to use data from Microsoft Project to do your job effectively. The class assumes no prior knowledge of Power BI and Data Concepts

What is required for this class

  • Access to your Microsoft Project Online instance
  • Install Microsoft Power BI Desktop
  • If you don’t have Project Online yet, don’t worry. We have one you can use, for this class.

What you will learn

In this training course you will learn how to create Project Dashboards using Power BI, from Project Server data.

You will learn how to use Power BI in a multitude of situations, including ad hoc analysis and the creation of formal dashboard. You will learn about the Power BI components: Power BI Desktop, PowerBI.com, Power BI mobile applications and how they can be used with Microsoft Project Server/Online.

You’ll also receive an introduction into the core functions of Power BI; Data extraction, loading and transformation using Power Query Formula Language (“M”) and DAX. You’ll receive some guidelines on how to extract Project data in fast manner.

You will discover some data modeling practices that will ensure you have maximum flexibility in analysis. You’ll also learn some visualization best practices to ensure you can tell your digital story effectively.

You’ll learn best practices for maintaining content with your organization. This course provides an end to end view of Power BI for Project reporting, so that you are able to use Power BI immediately for your needs.

What you will get

You’ll get the tools to immediately get started on your design. You’ll receive:

  • Design spec that prompts the asking of the right questions
  • PowerPoint-based layout templates for dashboard paper prototyping
  • Tried and true BI design approach
  • Data dictionary of the Microsoft Project data store
  • Relationship diagrams for all Microsoft Project entities

5 critical value-adds you will take back to your company

  • You’ll have a jump start on a standard BI development approach
  • You’ll deliver new insights into your data.
  • You’ll have a great understanding of how Power BI can be used and implemented
  • You’ll learn techniques to make your dashboards perform well with project data
  • You’ll gain insight into how others are leveraging Power BI within their companies.

How will the class be conducted?

The class will be conducted live in an 8 hour session over Skype for Business, from 9 AM – 12 PM and 1 PM to 6 PM Pacific Time, with a lunch break from 12 PM -1 PM and other breaks during the day.

The sessions will occur on Wednesday, September 14, 2016.

This class will be recorded and made available, in case you miss part of the class or are unable to attend live.

Need an earlier time? Look at this Central time alternative.

What’s the cost?

Only $199 to learn how to unlock the power of your Project data.

Questions?

Contact us directly at info@tumbleroad.com.

Curriculum

  • Introduction to Power BI
  • Getting Data from Project
  • Using Power Query M for Data Retrieval and Transformation
  • Data Modeling with DAX
  • Data Visualization Techniques
  • Content Administration and Deployment
  • Licensing and Planning Considerations

Project Dashboards in One Day Using Microsoft Power BI – Project Online – Sept 13

“Want your Project reporting to look like this?”

Then this is the class for you! The big difference between our class and ones you’ll find elsewhere is that we go beyond the tool knowledge to share real world experience with these questions.

  • How should I approach my BI need?
  • What things should be considered when creating dashboards?
  • What are the best practices?
  • How much is this going to cost me to license?
  • What security aspects should concern me?

Why you should take this course

To save you and your company time and money. Project management depends on great data. It’s the lifeblood of your team for making decisions and taking action. You need data for decisions and you are spending a lot of time and money currently, trying to get to that data.

According to Forrester, half of a department’s annual reporting needs are ad hoc, which works out to be about 50 reports a year. They also added that the fully loaded cost of an individual report is $3200-$6100 per report. Each report can eat up up to 32 hours of time to develop and test. That’s hundreds of thousands of dollars spent in throwaway report investment.

Learn a faster, cheaper way to explore your Project data. Power BI is well suited to enable quick ad hoc reporting where you spend the majority of the time developing the data set, rather than the individual report. This helps you save money and reduces the cost of developing ad hoc reports.

Who should take this course

If your company uses Project Online and you are a:

  • Manager
  • Business Analyst
  • Power User
  • Project Server/Online Administrator
  • SharePoint Administrator
  • Consultant

You need this class if you are expected to use data from Microsoft Project to do your job effectively. The class assumes no prior knowledge of Power BI and Data Concepts

What is required for this class

  • Access to your Microsoft Project Online instance
  • Install Microsoft Power BI Desktop
  • If you don’t have Project Online yet, don’t worry. We have one you can use, for this class.

What you will learn

In this training course you will learn how to create Project Dashboards using Power BI, from Project Server data.

You will learn how to use Power BI in a multitude of situations, including ad hoc analysis and the creation of formal dashboard. You will learn about the Power BI components: Power BI Desktop, PowerBI.com, Power BI mobile applications and how they can be used with Microsoft Project Server/Online.

You’ll also receive an introduction into the core functions of Power BI; Data extraction, loading and transformation using Power Query Formula Language (“M”) and DAX. You’ll receive some guidelines on how to extract Project data in fast manner.

You will discover some data modeling practices that will ensure you have maximum flexibility in analysis. You’ll also learn some visualization best practices to ensure you can tell your digital story effectively.

You’ll learn best practices for maintaining content with your organization. This course provides an end to end view of Power BI for Project reporting, so that you are able to use Power BI immediately for your needs.

What you will get

You’ll get the tools to immediately get started on your design. You’ll receive:

  • Design spec that prompts the asking of the right questions
  • PowerPoint-based layout templates for dashboard paper prototyping
  • Tried and true BI design approach
  • Data dictionary of the Microsoft Project data store
  • Relationship diagrams for all Microsoft Project entities

5 critical value-adds you will take back to your company

  • You’ll have a jump start on a standard BI development approach
  • You’ll deliver new insights into your data.
  • You’ll have a great understanding of how Power BI can be used and implemented
  • You’ll learn techniques to make your dashboards perform well with project data
  • You’ll gain insight into how others are leveraging Power BI within their companies.

How will the class be conducted?

The class will be conducted live in an 8 hour session over Skype for Business, from 8 AM – 12 PM and 1 PM to 5 PM Eastern Time, with a lunch break from 12 PM -1 PM and other breaks during the day.

The sessions will occur on Tuesday, September 13, 2016.

This class will be recorded and made available, in case you miss part of the class or are unable to attend live.

Need a later time? Look at this Pacific time alternative.

What’s the cost?

Only $199 to learn how to unlock the power of your Project data.

Questions?

Contact us directly at info@tumbleroad.com.

Curriculum

  • Introduction to Power BI
  • Getting Data from Project
  • Using Power Query M for Data Retrieval and Transformation
  • Data Modeling with DAX
  • Data Visualization Techniques
  • Content Administration and Deployment
  • Licensing and Planning Considerations

How to query Project Online multiple value fields in Power BI

Power BI

This post addresses a need to arises when querying Project Online data via OData. It can also serve as a solution template for other data sources.

Synopsis

A number of projects in our portfolio have impacts in different countries. These countries are designated via a Country Project level multi-value (MV) custom field. When multiple values are selected from the dropdown list, it creates a comma-delimited list of values. For example, you could see Brazil, Canada, United States returned as a field value from OData.

Challenge

One of the challenges is that this list can be any number of values and will grow and contract over time. Therefore, the technique should automatically adjust to the underlying maximum number of specified values.

Approach

For each MV field, a new data set representing all values in the MV field will be added to the data model. This new MV field data set will be a child to the original Project master data set. The relationship between the Project set and the MV set will be 1:N.

An inline function will also be used so that it can be executed for each record in the data set. This function will perform the split of values into separate columns.

Once split, the values will be unpivoted, creating a record for each ProjectId, MV Field value pair.

Potential Issues

  • Correct data set relationships. Initially, Power BI created the MV data set with a 1:1 relationship instead of a 1:N. Once corrected, all errors went away.
  • You will need to watch refresh performance as you are basically querying the same data multiple times within the model.

Procedure

Register here for this free session to see the step by step video and to download the PBIX file containing the data model with sample code. http://academy.tumbleroad.com/courses/how-to-parse-multi-value-columns-in-power-bi