Power BI Governance 101 Dustin Ryan Data Platform TSP sqldusty@gmail.com Power BI Governance 101

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Who is this person? Dustin Ryan Data Platform TSP, Microsoft Previously BI Consultant at Pragmatic Works Designing & implementing BI solutions for 10+ years Author, blogger, speaker Call Jacksonville, Florida home with wife and 3 ankle-biters SQLDusty.com @SQLDusty youtube.com/c/DustinRyan Linkedin.com/in/sqldusty

Introduce you to how data governance methods are applied to Power BI Goal Introduce you to how data governance methods are applied to Power BI

Agenda What is data governance? Why is governance needed? How is Power BI deployed? What do we govern? How do we govern?

What is data governance? Includes the people, processes and technologies needed to manage and protect the organization’s assets DATA ASSETS Understandable Correct Complete Trustworthy Secure Discoverable Data Governance includes the people, processes and technologies needed to manage and protect the company’s data assets in order to guarantee generally understandable, correct, complete, trustworthy, secure and discoverable corporate data.

The goal of data governance The purpose is to establish methods to standardize, integrate, protect, and store data The goals… Minimizing risks Establishing rules for data use Securing data Implementing compliance requirements Improving communication Increasing the value of data Reducing costs At its core, data governance is about establishing methods, and an organization with clear responsibilities and processes to standardize, integrate, protect and store corporate data. The key goals are to: Minimize risks Establish internal rules for data use Securing data Implement compliance requirements Improve internal and external communication Increase the value of data Reduce costs https://bi-survey.com/data-governance

data governance is between 80 and 95 percent communication. “At the inaugural Data Governance Conference in Orlando, Florida, in December 2006, leaders of successful data governance programs declared that in their experience, data governance is between 80 and 95 percent communication. Clearly, data governance is not a typical IT project.” Leaders of successful data governance programs declared in December 2006 at the Data Governance Conference in Orlando, FL, that data governance is between 80 and 95 percent communication."[11] That stated, it is a given that many of the objectives of a Data Governance program must be accomplished with appropriate tools. Hopwood, Peter (June 2008). "Data Governance: One Size Does Not Fit All". DM Review Magazine.

Why is governance needed? Deliver consistent, uniform data Increase the scalability of the IT landscape Central control mechanisms optimize costs Increasing efficiency through reusing processes & data assets Higher confidence in data Achieving compliance guidelines Security for internal and external data Clear communication through standardization Most companies already have some form of data governance for individual applications or business departments, although it is not necessarily comprehensively institutionalized. The systematic introduction of data governance is therefore often an evolution from informal rules to formal control. Formal data governance is normally implemented once a company has reached a size at which cross-functional tasks can no longer be implemented efficiently. Data governance is a prerequisite for numerous tasks or projects and has many clear benefits: Consistent, uniform data and processes across the organization are a prerequisite for better and more comprehensive decision support; Increasing the scalability of the IT landscape at a technical, business and organizational level through clear rules for changing processes and data; Central control mechanisms offer potential to optimize the cost of data management (increasingly important in the age of exploding data sets); Increased efficiency through the use of synergies (e.g. by reusing processes and data); Higher confidence in data through quality-assured and certified data as well as complete documentation of data processes; Achieving compliance guidelines, such as Basel III and Solvency II; Security for internal and external data by monitoring and reviewing privacy policies; Increased process efficiency by reducing long coordination processes (e.g. through clear requirements management); Clear and transparent communication through standardization. This is the prerequisite for enterprise-wide data-centric initiatives; Further, specific benefits result from the specific nature of each data governance program. More than ever, data governance is vital for companies to remain responsive. It is also important to open up new and innovative fields of business, for example by big data analyses, which do not permit the persistence of backward thinking and overhauled structures.

Why is governance needed with Power BI? Plan for self-service BI success Avoid uncontrolled proliferation of unsupported BI applications Ensure data is secure but accessible Implement processes for auditing, data classification and data governance Proper governance processes Increase user adoption Drive infrastructure and technology decisions Reduce risks since both business and IT are involved

Important Considerations Securing data uploaded to the service Publish data to the entire organization Share content to external users Publish data to be available to anyone over the internet Share data with partners (e.g. Esri) Audit report usage metrics Audit Azure AD Audit Logs If you don’t decide up front, someone else will decide for you.

Power BI Delivery Approaches Business-Led Self-Service BI IT-Managed Self-Service BI Corporate BI Type Bottom-Up Approach Blended Approach Top-Down Approach Description Analysis using any type of data source; emphasis on data exploration and freedom to innovate A “managed” approach wherein reporting utilizes only predefined/governed data sources Utilization of reports and dashboard published by IT for business users to consume Ownership Business supports all elements of the solution IT: data & models Business: reports IT supports all elements of the solution Scope of Power BI use by Business users Data preparation, data modeling, report creation & execution Creation of reports and dashboards Execution of published reports Governed by Business IT & Business IT Level of Business User Involvement and Control Ownership Transfer IT may decide at some point to adopt an end-user Power BI solution if the solution provides enough critical business value. Given the report has already proven valuable to the business, requirements are already known, then IT adoption can represent a win/win scenario for both IT and business users.   Typically the following benefits are seen by the business when ownership transfer to IT occurs: Data can be centrally refreshed, often on a faster time schedule. Data size limits are typically no longer a constraint. Additional security capabilities become available. The solution can receive formal IT support and fall under existing service level agreements (SLAs). Frees up business users to continue exploring new data patterns while maintaining other Power BI solutions which are not yet production-ready, or an ownership transfer to IT does not make sense from a cost/effort perspective. Adoption of Power BI reports by IT can become a standard process, in which Power BI assets (queries, models, and/or reports and dashboards) are certified by adhering to IT compliance rules. These compliance rules include validations such as: Usage of standardized, supportable data sources Utilization of conformed dimensions (for a consistent user experience Calculations follow accepted best practices Report layout follows standards In summary, although the Power BI delivery modes are independent from each other, they are complementary within an overall Power BI deployment strategy.

Power BI system governance Regardless of the deployment mode used, there are some elements that we recommend tracking in a Power BI governance program System Usage User access Popular datasets, models, reports Auditing of actions Logins Creating a Gateway Security Workspaces Data sets Dataflows Apps Data Gateways Tenant Settings Report Performance Power BI model performance Frequently used reports and dashboards Capacity performance Data Source Usage Power BI Premium Capacity Metrics App Report Usage Metrics There are some elements that we recommend tracking in a Power BI governance programs:   System Usage: Including user access frequency, as well as popular datasets, models and reports. Also includes auditing of publishing actions. This information can be used for security and compliance, identification of support needs, identification of critical reports, and/or potential ownership transfer opportunities. Security: Report sharing activities and row-level security defined in the Power BI Service, as well as ownership of datasets, reports, and dashboards. This information is important for validation of security and compliance. There are three main approaches to sharing with others: Sharing a read-only dashboard from a workspace Including a colleague as a member of an app workspace Including a colleague as a recipient of a published app. Report Performance: A critical feature to enable adoption is report rendering speed. In many cases, a well-designed, accurate report is so slow that the perceived value to the users is diminished. Data Source Usage: Including data sources utilized, data refresh operations, data model sizes, as well as calculations. This information can be used to identify potential flaws in data integrity or even overlap in effort. It is also important to monitor growth of models which have data imported, given the maximum size limit of 250 MB.

What do we govern? Successful deployment of a managed self-service BI platform requires the following elements for governance Published data sources (data sets), Dataflows, and data models Power BI tenant and workspaces Power BI Premium Capacity Security standards for accessing data sources and business information in Power BI reports

Roles and Responsibilities

Corporate Sponsor Description Role requirements/skills “I am responsible for the strategic direction of the organization and am keen to enable self-service BI in order to empower each and every individual” Role requirements/skills Ability to influence organizational strategy around the use of BI tools Responsibilities Tool assessment Prioritization of business areas Project approval and sign-off

Power BI Administrator Description “I make sure that the services configured correctly and ensure that the services are appropriately monitored” Role requirements/skills Knowledge of IT Service management, authentication Responsibilities Initial set up Coordination with the O365/Azure teams License assignment Set up for monitoring of the service Gateway management Show how to see which users have a Power BI license Tenant settings Embed Codes Workspaces

Personal workspaces are of type PersonalGroup. Classic workspaces are of type Group. New workspace experience workspaces are of type Workspace.

Power BI Capacity Administrator Description “I ensure that the Power BI Premium capacities are optimized for our workloads, manage how we use the capacity, and ensure that the Premium capacities are appropriately monitored.” Role requirements/skills Knowledge of Analysis Services resource management, Power BI service management Responsibilities Set up Premium capacities Coordination with the O365/Azure teams Workspace assignment & management Set up for monitoring of the Premium capacity Capacity workload management Coordination with architect & development team(s) Capacity settings Assigning/removing workspaces to capacities Monitoring of capacities

Data/Information Security Manager Description “I ensure that we follow all security compliance policies, our data is always stored securely and accessible” Role requirements/skills Knowledge of IT Service management, auditing, security Data Classification Responsibilities Data Residence Auditing Data Policy enforcement Data Policy enforcement – make sure data is used in accordance with Internal and External compliance regulations Which data sources are stored in the cloud and on-premises? Auditing of Azure AD activities? Which users and/or Security Groups have access to Power BI Data Gateways?

Data Steward Description Role requirements/skills Responsibilities "I create and maintain business metadata and rules, assess and enhance data quality, and share and collaborate across business and technical stakeholders“ Role requirements/skills Data modelling, mashups and provisioning Responsibilities Create and maintain business Metadata and enhance data quality Maintain the Data Catalogue, and the Data Dictionary Data profiling Stewarding of Azure Data Catalog

Data Architect Description Role requirements/skills Responsibilities “I design a technical architecture based on the business requirements” Role requirements/skills Knowledge of on premise and cloud data technologies Responsibilities Matching business requirements with technical capabilities Thorough knowledge of data governance standards Developing an architecture that meets the security and governance standards of the organization

BI Developer Description Role requirements/skills Responsibilities “I develop BI solutions and enable data sources for self-service BI” Role requirements/skills Full understanding of the capabilities of the Microsoft BI platform Responsibilities Develop new IT delivered solutions Enhance existing solutions Release management process Make new data sources available for self-service

Power BI Champion Description Role requirements/skills “I help teams in adopting self-service BI” Role requirements/skills Subject matter experts (SMEs) who are also Excel/BI savvy and develop full understanding of the capabilities of Power BI Responsibilities Help evangelize the vision of rapid and highly valuable report and dashboard development. Collaborate with the Power BI corporate sponsor to strategically deploy Power BI across the organization or their team Knowledge of governance standards and policies

BAU (Business As Usual) Support Specialist Description “I ensure smooth running of all Power BI solutions” Role requirements/skills Service and gateway monitoring and configuration, Power BI Development, release management Responsibilities Service status monitoring and issue resolution within specified SLAs Minor enhancements Release management of code changes Grant access to Power BI App Workspaces and/or Apps Gateway support New connections Granting users access to connections Manage Data Gateways and administration of gateway Manage users that have access to publish content that should use the Gateway

Business Support Specialist Description “I help business users in developing Power BI solutions” Role requirements/skills Power BI Development Responsibilities Knowledge of data governance standards Support business users with complex modelling scenarios Create reusable Power BI templates for business users Create reusable Theme templates

Summary Governance can help you plan ahead for success Business and IT involvement will reduce risks Proper governance processes will increase adoption

Resources Planning a Power BI Enterprise Deployment Deploying and Managing Power BI Premium Capacities Power BI and Dataflows Whitepaper Power BI Security Whitepaper PowerShell Power BI cmdlets Power BI Premium Capacity Metrics app Searching the Azure AD Audit Log Data Classification in Power BI Tailoring Help and Support for Power BI Users Azure Data Catalog Documentation

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