Accessing your Information Security and Data Protection training data report using Power BI and Excel
This guide will help you use Power BI to access your requested report and export the data to Excel. You'll create an easy-to-read table that lists individuals who have completed the course versus those who haven't, along with their email addresses for
convenient reminder notifications.
If you don’t have access to the data, start here at Step 1.
If you already have access, start at Step 3.
Important Information:
- Report Types: There are three types of reports available: General, Enhanced, and Training Provider. Before diving in, ensure you know which report you have access to.
- Instructions: Although the instructions are similar across all report types, pay special attention to Step 5, where you'll apply the appropriate formula based on your report type.
- Assumptions: These instructions assume basic familiarity with Excel, including opening, saving files, and inputting data.
For detailed guidance on each step, please refer to the linked resources provided. If you have any questions along the way, don't hesitate to reach out for help.
If someone appears to be missing from the report
Compliance reports use CUD as the main source of people data and rely on key details (most commonly an HR staff number) to link records to systems such as PeopleXD. If these details are missing or
incomplete in CUD, the records cannot be linked, which means someone may not appear in the compliance report even if their SSO is correct and they have completed the course. This is a known data issue and it’s something that might be fixed by local HR contacting CUD to update the record.
-
Request access to Compliance Reports
• Start the service request using the red button on the right-hand side of this page.
• Complete the service request for 'Self-Service Compliance Training Data Reports', specifically requesting the General Compliance Report (without the Safety course).
• Await approval - the authoriser will be notified, but you might need to nudge them if you haven't heard anything after 2 weeks. Once approved, you will receive a fulfilment email with a link to Power BI and additional instructions.
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Note: You only need to complete this step once. Thereafter, the data will be refreshed nightly at 02:00hrs.
• Follow detailed instructions for step one.
-
Access Power BI via a web browser and open the Compliance General App
• using your SSO credentials if prompted.
/> • Select the
App Launcher (waffle icon⋮⋮⋮) in the top left, then select All apps / Power BI.
• Note that in Power BI, reports are called '
Apps'.
• Select the
Training – CGS Compliance General Standard app from My Apps.
•
Follow detailed instructions for step two.
-
Filter data in Power BI
• Apply
filters to focus on current Information Security and Data Protection courses.
•
Exclude staff who have left the University.
• Save your filtered view by creating
a bookmark for future reference.
•
Follow detailed instructions for step three.
-
Export data from Power BI
-
Prepare and analyse data in Excel
-
Send out reminder emails
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Optional Analysis: Calculate % completion by department or division
You only need to use these instructions if you want to see the percentage completion rate for your departments or division.
• Replace Email Address with Department Name in the PivotTable rows.
• Convert distinct counts into percentages.
• Add actual totals alongside percentages.
• Remove grand totals and tidy the layout.
• Follow detailed instructions for Step Seven.
