Information Security and Data Protection course reporting instructions

Monitor compliance with the Information Security and Data Protection course and send monthly reminders to staff who need to complete or retake the course

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.

 

  1. 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. 
    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.

  2. Access Power BI via a web browser and open the Compliance General App

    • Login to Office365 using your SSO credentials if prompted.
    • Select the 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.

  3. Filter data in Power BI

    • Apply filters to focus on current ISDP 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.

  4. Export data from Power BI

    • Export your filtered data to Excel to generate a data table.
    • Follow detailed instructions for step four.

  5. Prepare and analyse data in Excel

    • Build a data table.
    • Add two new columns on the right side of the table, label them, and input formulas to help with the analysis of the data.
    • Follow detailed instructions for step five.

  6. Send out reminder emails

    • Use the table to identify email addresses of individuals who have not completed the course, as well as those who need a reminder to retake it soon
    • Follow detailed instructions for step six.

Training records

SERVICE REQUEST FOR COMPLIANCE REPORTS

Guidance for completing this Service Request

Support

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