Power BI Governance, What Organisations Need to Know

Power BI Governance Art Built by Bing Image Creator

In recent years, Power BI has become one of the most widely used business intelligence (BI) tools. Power BI is more than just a reporting tool; it is a comprehensive analytical platform that enables users to collaborate on data insights and share them internally and externally. In addition to creating reports and dashboards, Power BI allows users to collaborate and share their work with others. For instance, users can share dashboards with their colleagues, allowing them to view, interact, and engage with the data quickly. However, as more organisations adopt Power BI, it becomes essential to ensure appropriate governance processes, policies, and rules are in place. This blog post explains Power BI governance and why business owners need to be conscious of it.

Power BI governance refers to a set of processes, policies, and standards that organisations put in place to manage and control the use of Power BI. Governance is critical to ensure that the use of Power BI is aligned with the organisation’s objectives and strategy, complies with relevant regulations and standards, and protects sensitive data. Power BI governance encompasses several areas, including security, data management, compliance, and user management. It also involves defining data access, sharing, security, and compliance guidelines within Power BI. This includes defining roles and permissions for users, specifying approved data sources that can be used, and ensuring that the data is accurate, up-to-date, and secure across the organisation. In addition, Power BI governance involves monitoring and auditing the use of Power BI to ensure that it is being used appropriately and in compliance with the organisation’s policies. Lack of Power BI governance can impact businesses in various negative ways, so it is important that everyone within the organisation, especially the managerial teams, has a good understanding of how they can benefit from supporting the establishment of Power BI governance across the organisation. Here are some reasons:

  • Better decision-making
    With Power BI governance in place, organisations can ensure that the data used in decision-making is accurate, consistent, and trustworthy. This can help them make informed decisions based on reliable data insights.
  • Improved security and compliance
    Power BI governance helps to establish security measures to protect sensitive data and ensure compliance with regulations and industry standards. This helps to avoid costly data breaches and non-compliance penalties.
  • Efficient use of resources
    By establishing guidelines for roles and responsibilities, data access, sharing, and storage, Power BI governance can help organisations use their resources more efficiently. This can result in cost savings and improved productivity.
  • Enhanced collaboration
    Having Power BI governance policies help business owners to promote collaboration and communication among team members. This can result in improved teamwork and better outcomes for the organisation.
  • Better management and control
    Power BI governance helps organisations to manage and control the use of Power BI within the organisation. This can help them ensure that the tool is being used effectively and efficiently and that data is being used in a way that aligns with their business objectives.
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Power BI Governance, Good Practices, Part 2: Version Control with OneDrive, Teams and SharePoint Online

Power BI Governance, Version Control with OneDrive for Business, Microsoft Teams and SharePoint Online

One of the most important aspects of the software development life cycle is to have control over different versions of a solution, especially in a project where there is more than one developer involved in the implementation. Just like when you normally create a project in visual studio and you commit the changes back to a source control system like GitHub or Azure DevOps, it’s advised to keep the history of different versions of your Power BI reports. What we expect from a source control solution is to keep tracking of all changes happening in the source code while developing a project. So you can easily roll back to a previous state if you like to. 

The other benefit of having a source control process in place is when multiple developers are working on a single project. Every single one of them makes changes in the source code then they commit all the changes into the source control server without overwriting each others’ work. 

With Power BI things are a bit different though. Power BI report files are PBIX files which are stored in binary format (well, PBIX is basically a zip file isn’t it?) which at the time of writing this post, there is no official way to enforce Power BI source control in any source control solutions like GitHub or Azure DevOps (YET). 

Microsoft announced a fantastic feature last week (6/05/2020) named “Deployment Pipelines” which does exactly what we’re after, but it is currently a preview feature which is only available only to organisations with Power BI Premium. So it is out of the game for the majority of us.

Having said that, there is still a way to keep history of changes in the shape of different versions of PBIX files. This is called Version Control.

There are several ways you can enable version control over your PBIX files while developing the report. Regardless of the version control platform you need to think about having multiple environments and who can access them for doing what.

EnvironmentAccessible toDescription
DevelopmentDevelopersData modellers and report writers access this environment for development purposes.  
User Acceptance Test (UAT)Developers, SMEs, Technical Leads, Power BI AdminsAfter the development is finished the developers deploy the solution to the UAT environment. The solution will then be tested by SMEs (Subject Matter Experts) to make sure the business requirements are met.
Pre-prod (Optional but recommended)Technical Leads, Power BI AdminsAfter the solution passed all UAT testing scenarios Technical Leads or Power BI Admins will deploy it to Pre-prod for final checks to make sure all data sources are correctly pointing to production data sources and all reports and dashboards are working as expected.  
ProductionTechnical Leads, Power BI Admins, End UsersAfter pre-prod checks completed Technical Leads or Power BI Admins deploy the solution to the Production environment which is then available to the end users.

Version Control Options

If your organisation does not have a Premium capacity then “Deployment Pipelines” feature is not available to you. So you need to come up with a solution though. In this section I name some Version Control options available to you

  • OneDrive for Business
  • Microsoft Teams/SharePoint Online
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Power BI Governance, Good Practices, Part 1: Multiple Environments, Data Source Certification and Documentation

Power BI Governance, Good Practices, Part 1: Multiple Environments, Data Source Certification and Documentation

Power BI is taking off, and it’s fast becoming the most popular business intelligence platform on the market. It’s easy to engage with and get professional results quickly, making it the perfect tool for organisations looking to beef up their BI prowess and make data driven decisions through-out the organisation.

Gartner 2020 Magic Quadrant for Analytics and Business Intelligence Platforms
Did you know that Gartner named Microsoft as the 2020 leader in their Magic Quadrant for Analytics and Business Intelligence Platforms?

In this post we’re going to look at three good practices for implementation and give you the tips you need to make sure you avoid common pitfalls so you are on the fast track to success with Power BI on your organisation.

1. Setup multiple environments

When working on a Power BI implementation project, it’s wise to have multiple environments to manage the lifecycle of your BI assets. Below we’ve listed several environments that should be considered depending on the complexity of the project and your organisation’s needs.

Development (aka Dev)

Being able to keep on top of the many reports you’re testing, and having the ability to track changes that occur, is essential as you get setup. Without a specific Dev environment, your production environment will quickly become overwhelmed with assets, making it hard to maintain and manage.  

When working in the dev environment, make sure that you have data sources specifically for development. We’ve seen production data used in dev on many occasions which can lead to serious privacy and data sovereignty issues. Your dev data sources shouldn’t contain sensitive data. 

These development environments can be on your local network or in cloud storage (like OneDrive for Business or GitHub). It is recommended to have separate Workspaces in Power BI Service for each environment.

Tip: The data sources of all published reports to Power BI Service must be sufficient for development use only and should avoid including confidential data.

User Acceptance Testing (aka UAT) 

The people who will be using the reports daily are the ones who should be testing them – they know the business best, and will be able to identify opportunities and gaps that the development team may not be able to identify themselves. By making sure the user is brought into the process early on, it maximises the value added to the business.

User acceptance testing is the last phase of testing. The UAT environment should only be created once the solution has been fully tested in Dev and approved by senior Power BI developers.

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