Use Analyze in Excel + Excel Camera to create PowerPoint magic

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So this blog post falls into the “I just think this is cool” bucket.  Did you know Excel had camera functionality?  Well, I didn’t.  And this despite the functionality being there since 2003(!).  This isn’t there by default, but if you turn it on in your Quick Access Toolbar, you can take advantage of it.  What’s so special about this functionality in particular?

Basically, it allows you to take a picture of a collection of cells in your workbook.  I know, amazing, right?  Stay with me here – it’s a picture, but it’s a LIVE picture.  Here’s a simple example using Excel 2016:

My table in my Excel workbook looks like this –
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If I highlight those cells and use the camera tool, I can do the following in my workbook (I normally wouldn’t make the picture this big, but wanted to emphasize it was a picture and not just a linked table) –

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Now I’ll change the numbers to text.  When I do that, the picture updates automatically as well –

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And since it is a picture, I can do all the normal things I could do to a picture in terms of formatting –

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So could I do something like this with a Pivot Table?  You bet, including one using “Analyze in Excel” in Power BI for the data!  I tried this myself against a sample report I loaded in PowerBI.com.  I chose “Analyze in Excel” from the ellipsis –

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Then created my Pivot Table against the data and used the camera tool as I did in my earlier example.

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Any change I made in the Pivot Table is reflected in the picture –

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This is nice, but what I really want is this live picture in a PowerPoint deck that gets updated when my data is updated in Excel.  Let’s give that a try.

After I’ve selected the range in Excel with my camera tool, in PowerPoint I can choose “Paste Special” and select “Paste Link” so I can paste it as a “Microsoft Excel Worksheet Object”.  This will allow the data to updated dynamically whenever I have new data in my workbook. (You can also add Pivot Charts to your PowerPoint presentations via ‘Paste Link’, and the data will also update dynamically for those as well!)

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For example, if I change the “AccountCount” to say “SSRS Rules!”, it changes dynamically.

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I can also add a hyperlink to the picture back to the original report in Power BI if I wanted to jump there quickly during a presentation to do additional analysis on the data.

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Something to keep in mind – if you share the PowerPoint deck with a user who doesn’t have access to the original Excel workbook, they can still open and use the presentation with the static images reflecting the last time the data was updated.  I think this is valuable, since I know often the workflow at some companies is basically “Hey so and so, I need that slide deck for the meeting tomorrow.  Can you update the slides from the previous meeting and send it to me?”

Thanks as always for reading  – maybe you already knew this trick, but if not, hopefully it’ll save you some time in the future!

Ten things you might have missed in the Technical Preview of Power BI Reports in SQL Server Reporting Services

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Whew – this is my fourth (and final!) blogpost in four days around the Technical Preview for SQL Server Reporting Services.  It’s been a lot of work, but also a lot of fun putting these together.  For my final post, I wanted to touch on ten items you’ll see (and can try) in the preview to ensure you don’t miss them.

Before I do that, however, I wanted to take a moment to say “Thank you”.  This past week at PASS Summit 2016, and the reaction from the community to this entire preview, has been one of the highlights of my entire career.  I got to meet several of you for the first time at PASS, and as you learned very quickly, I’m not someone to sugarcoat things.  You all embraced this very unique preview and made the engineers who were on-site at PASS from the Reporting Services team feel like the rock stars they are.  That type of passion and energy is so infectious, again, I can’t thank you enough for letting the team know how excited you were with what we’ve delivered to date.  Our customers are the reason we fought so hard to bring this to you, and I promise, this is the just the first step.  We’re already back at it, working hard to bring you the first installable preview of this functionality as quickly as possible.

1. You can access your VM in Azure through a web browser

If you’d like other users to view and interact with the technical preview without remoting into the VM.  This is helpful if you’d like to show it to additional people in your organization, give users read-only access, etc.  Keep in mind, you’ll still need to do all creating/editing of Power BI Desktop reports on the VM directly using Remote Desktop.

To try this out, find the public IP address of the VM in Azure listed in the essentials section

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Open a web browser on your local machine and type in the address/reports in the following format – http://8.8.8.8/reports (enabling https for the VM is something that is a little tricky to do, so I’ll have to decide whether that’s worth doing a future post around or not).  Enter your username and password for the VM, and you’ll be granted access to the report portal.
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2. You can use embed the Power BI Reports just like mobile and paginated reports.

If you’d like to see your Power BI Report in an iFrame, you can add ?rs:Embed=true at the end of the report url.  For example, here is the embed url for the Sample Sales Report when connected directly to the VM via remote desktop – http://localhost/reports/powerbi/Sample%20Sales%20Report?rs:embed=true

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3.  Mobile Reports and Power BI Reports both are available in the execution logs.

This is a common request for those folks interested in seeing when people ran certain reports and how often they did so.  If you go into the ReportServer database catalog via SQL Server Management Studio and run a query using the ExecutionLog3 SQL view, you’ll see log entries for both of these report types now show up –

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4.  Direct url navigation is now available for KPI’s.

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Users have so liked the new reporting services interface, they’d asked for an easy way to link to other content directly from the portal homepage so everyone can use the new portal as a starting point in their organization.  With this in mind, we added an additional option to KPI’s called “Direct Navigation”.  This allows you add a custom url as related content, just like you can in the portal currently, and simply bypass the current KPI pop-up action you get when you click on the KPI and go directly to the linked content.

For any KPI’s that you use this feature with, you’ll a little “link” in the upper right-hand corner of it so you can tell that it is enabled.  This will give the ability to create “dummy” KPI’s that you use just to link to outside content.

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5.  You can turn report comments off for certain users by creating a custom role in SQL Server Management Studio and assigning it to them for folders/reports.

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One piece of customer feedback we got when considering the comment feature was the need to give report owners the ability to restrict certain users from adding or viewing comments.  To accomplish that, we added new tasks for comments in Reporting Services that are assigned to security roles.  Security Roles in Reporting Services are managed through SQL Server Management Studio.  You can create a new role without these permissions and assign them to users accordingly by following the steps in this article.  (We’d recommend you hold off on changing the security roles for the Power BI reports in the Technical Preview, since we’re aware of an issue that was reported on another blog.)

6. You can favorite Power BI Reports just like any other report type

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7. You can install another instance of Analysis Services on the same machine to have both Multidimensional and Tabular running simultaneously.

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During setup, you get the option to run the VM with either Tabular or Multidimensional mode already running (along with demo Power BI content tailored for it).  However, if you really want to have both modes available on your machine, the developer edition installation files used for both the database engine and Analysis Services are located here on the VM – C:\SQLServer_13.0_Full

Simply add a new stand-alone instance of Analysis Services on the same machine and you’ll have both options available to build reports against.

8. You now have the option for a “List” view of your items in the portal

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Simply toggle the layout option in the View menu in the portal to switch view types.

9.  A new, expanded context menu is available when you click the ‘…’ option for that item.

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You’ll hear much more about items 8&9 in a future blog post on the Reporting Services team blog.

10. The Technical Preview VM will expire in six months.

Also note, the expiration date is six months from the date it was first made available in the portal.  Just be aware of this, and keep in mind you’ll probably want to migrate any content you put on there prior to this date.

And we’re done – finally, I can take a few hours to relax and watch the big Eagles/Cowboys game this evening.  I’m in such a good mood, I might not even care if the Eagles lose to Dallas.

Yeah, no, I’ll care – Go Birds!

Perfect Data Poppycock – Part 4 of the Powerful Productivity Series

I wasn’t planning on this being part 4 of this blog series.  No, the plan was to do an end-to-end scenario using real data and a real business use case.  Instead, you’re getting a rant that I’m dressing up as a blog post.  The rant of a man who spent his Saturday afternoon doing what’s the hardest part of any BI project – actually getting the data and making sure it is clean and correct.

There’s been a number of new announcements recently around new analytics solutions from companies like Amazon, SAP and Tableau.  The announcements all had a similar theme – we’ve got a snazzy new product that will help people to easily explore, visualize and analyze their data.  And to show you how ground-breaking it really is, they give you a chance to try it using one of their pre-loaded sample datasets.  With just a few quick clicks, you too can make a bar chart that shows you how much ticket sales were for Jurassic World.  Or better yet, how many third class passengers died on the Titanic!

Yes, the best friend of BI pre-sales personnel everywhere, these perfect public datasets do a fantastic job helping tell the story you want customers to hear – just take your perfect dataset (preferably a single table on a spreadsheet), load it up and watch the magic happen.  And everyone uses these datasets – yes, including here at Contoso Microsoft.  It’s just the reality of doing demos – privacy concerns make using real company data very tricky, you don’t want the demo to go wrong, etc.  So like the latest Macklemore video, these demos look great at first glance, but trying to find any actual meaning around the information being presented is probably wasted energy.

That was why I wanted to finish off my perfect productivity series with a grand finale – use real data and a real business scenario that showcased the value of Power BI and Office 365.  And I had an excellent one – my wife runs an online business I help her out with from time to time.  She’s had some moderate success with it, but she’s never really used the data in any meaningful way, other than the normal tax stuff one has to do.  She suggested I look at the data to see if there were some things she could be doing to make more money at it.  Jackpot!

So yesterday, I sat down to dig into the data – surely, this was going to be a piece of cake.  All the data was in a central location, I knew the business, etc.  That’s when I ran into a data access problem.  The site she sells the items on only lets you get the records for the current month and the past three calendar months.  Since she had sales going back to October 2013, that wasn’t going to help.  I then tried pulling the data from a site called Terapeak, which I love to play with because it has historic sales data, but they too limit the number of records you can download.  Gee, what a surprise, central IT was preventing me from getting the data I needed to do my job . . .

After I snapped out of my shadow IT flashback, I did what I used to do in these situations.  I figured out how to work around the data access limitations.  I discovered the data was also available from PayPal, and those you could run for a custom time period.  Woohoo!  So I ran the report, downloaded the file, and opened it up in Excel to review the data before I got started.  That’s when the “fun” began.

The first problem was PayPal had two records for each item someone bought, one that reflected the item when it was in the shopping cart, the other when it was it actually paid for.  It looked like this –

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Then I noticed there was stuff in the download that had nothing to do with the sales themselves, but were potentially for office supplies or the like.  Plus it had a bunch of extra columns, date formatted in a dumb way, etc.

No big deal for me – Power BI desktop and Power Query in Excel eat these types of problems for breakfast.  And unless I missed something in my BI 101 class, no snazzy visual or finger gesture on my tablet is going to make up for the fact my dataset from the company’s “single source of truth” is giving me complete garbage.  Oh, but it gets better – this particular report included all the listing information, including the listing title, but didn’t include the listing category, which I needed.  So I’d have to recreate that myself for the purposes of this report, based off of the item title.  Also, the publication year for the item being listed, which was very helpful for certain listings, was buried in with the main title text.  I needed to pull that out and make it its own column.  It was becoming clear that my grand plans to play Witcher 3 all afternoon were evaporating fast.

We’re now teetering dangerously close to Ken Puls/Bill Jelen/Rob Collie territory in terms of ability required to make this happen, and last time I checked, there weren’t folks like this littered across every department of companies I’ve spoken to (see my previous post for some context on that).  Unless of course, I’m simply muscling through the spreadsheet and typing values into new columns manually as I eyeball each line.  Which is EXACTLY WHAT 99% OF PEOPLE WHO THESE NEW TOOLS ARE MARKETED FOR WILL DO.  It’s going to be faster for the vast majority of people in the short term.  Or maybe you’re using Google Docs, or haven’t heard of Power Query, whatever.  But not ME.  No, I’m going to make the folks at PASS proud by writing this great M script and –

If you’re thinking that ends with the phrase, weep like a baby when you notice yet another data issue, you’ve obviously been on this goat rodeo before at a customer site.  As I went to start my data import, I looked more closely at the title field – in the report, if someone bought multiple items in the same transaction, it only lists it as a single transaction line item, with a summarized sales amount.  BUT, it has all the items bought as separate values in the item title field, separated by commas.  So it looked like this –

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Sadly, Bo didn’t know profits.

I knew what each item’s sales price was for, because the prices were always the same for the same types of item – for example, an old book would be listed for $9.95, and old Xbox game would be $14.95, etc.  But I still had to break these records into individual line items and then adjust the value on each line to reflect what the price was for that item only, since the overall item total would be copied to each line.

Uncle.

I’m sure it’s possible to get an M script that would automate this, and I’ve done stuff like that before in SQL Server, but I wasn’t about to fiddle with it for the 175 or so rows I needed to clean up.  I sucked it up and did that part of it manually in Excel.  The rest of the data clean-up I outlined I did do in Power BI desktop, but it took some custom M script, two Ken Puls articles (this one is especially useful) and about 200 (!) steps.  Oh and about nine hours of my time.  And Geralt’s time.

But the pain was all worth it – my properly cleaned dataset contained some remarkable insights that I was able to light up in Power BI with some of the new custom visuals that were introduced last week.  And it also reminded me of what it’s like in the real world, because this scenario happens every day, in every company in almost every department.  It certainly happened in my old group more often than my boss coming to me with a perfect data export of Titanic deaths he was looking to throw a pie chart on.

Jen Underwood touched on this theme in her post asking if you’d bought a self-service BI fantasy.  I’d take that one step further – you might need to ask yourself if you’ve bought a corporate BI fantasy as well. Because for all the flaws people feel the Microsoft solutions might have, it’s the only one I’ve found was designed and consistently used as part of every solution here in the real-world, where data is messy or unavailable or both.  And we’ve got pretty great visuals as well – ever seen a Datazen dashboard or that cool fishbowl in Power BI?

Have a great week at PASS!

Game Change – Part 3 of the Power BI and Office 365 Powerful Productivity Series

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What happened this week may go down as one of, if not the most, important weeks in the history of Microsoft Business Intelligence.  Melodramatic nonsense from a Microsoft fanboy/employee?  Hmm – maybe.  Let me explain why I’m making this bold statement.

So, I’m not normal.  Neither are probably most (if not all) folks reading this blog.  That’s a good thing, because it makes us special.  We’re blessed with what Rob Collie refers to as the “Data Gene”, and it’s why we love working with the Microsoft stack.  It’s estimated (by Rob) that approximately 1 in 16 people have the data gene, in fact.  Which means 15 out of 16 people don’t have it.  They aren’t interested in crunching numbers all day, nor should they be.  It isn’t their job.  Which is why the presentation layer and integration with a productivity suite like Office is so important in any business intelligence solution – users need to be able to quickly and easily understand what’s being presented and take action on the information.  These are themes I discussed at length in Part 1 and Part 2 of this series.

When I joined Microsoft in 2013 in my pre-sales role, I quickly learned two things –

1. The vast majority of people I was presenting to weren’t the ones reading every blog post from Marco Russo or Jen Underwood.  They generally didn’t know or care what DAX was.

2. If they couldn’t see how they’d get business value from it personally, then they weren’t interested.  This doesn’t mean they’re selfish – on the contrary, it means they’re pragmatic.  And it is exactly how I’d feel if I was in their shoes.

Which meant if I spent a lot of time talking about how great the CALCULATE function was (and still is!) in Power Pivot, unless I had that one person in the room out of sixteen who had the data gene, I’d lost my entire audience right then and there.  Forget about the sales context – the reason I wanted to do that job was summed up nicely in this tweet I saw from Hope Foley the other day –
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Yep, sounds corny, but it’s true.  And I knew I could help them solve their business challenges with our stack.  So I wanted to be sure to highlight functionality which THEY were telling me would help them the most, not just what I thought would.  Think back to the pre-Power BI era at Microsoft, which is when I joined – what two things do you think folks told me was the most valuable functionality I showed them?

1. The ability to export to PowerPoint from a Power View report in SharePoint was easily first
2. The decomposition tree in PerformancePoint in SharePoint was easily second

There wasn’t a close number three I could point to – at each customer presentation I did, if I showed these two pieces of functionality, they’d be the ones customers wanted to start using “tomorrow” because of the amount of value they thought it would bring their organizations.  What usually happened when I finished was, the customers marched right from the presentation down to IT and demanded they deploy the latest version of SharePoint and Office in the organization so they could use this functionality.  Naturally, IT said “Absolutely!  We own these licenses already and we’ve been itching to do this.  We’ll have you up and running in no time!”  Then they joined the rest of the Care Bears on Gumdrop Mountain to celebrate their good fortune.

I’m guessing you figured out I was being facetious.  For many customers, it was simply too much work for them to get all the pieces in place to take advantage of this functionality.  This was frustrating, but completely understandable coming from where I’d been in “shadow IT”.  So we only saw a fraction of the adoption you’d expect based on the interest shown in the presentation.  Fast forward to this week and what was announced.

The first announcement came a week ago in the Power BI visualization contest.  Fredrik Hedenström submitted his second entry in the contest – now, it would be hard to top his first (which of course I loved – I am sure you can guess why looking at this picture of it)
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Go Frederik Go!

But he may have done just that.  His entry this week was for a visual called Breakdown Trees.  When I saw it, I smiled.  Frederik basically took the decomposition tree from PerformancePoint and put it into PowerBI.

Power BI version
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PerformancePoint version

Remember, this was one of two things our largest customers told me they saw providing the most value to their organizations when I showed it to them.  And now, instead of just seeing it with AdventureWorks data being demoed, they could now be using this functionality, with their data, in the same meeting.  That’s absurd (in a good way)!

Maybe you’re thinking “Pfft – that was over two years ago.  I mean, Datazen didn’t even have an iOS app yet.  Times change, man!”

I seriously doubt that people won’t want this functionality as much now as they did then, but I’ll concede the point for the sake of argument.  The other announcement that came a few days later was even bigger than the first one.

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A company called DevScope created an Office Add-In that allows me to insert tiles from my Power BI dashboards into PowerPoint, Excel, or Access.  I’ve talked about Office Add-Ins before in a previous article, which was one of my most popular posts to date.  As I read through the blog post which showed me how to add the tiles, I thought to myself “It can’t possibly be this simple.”  So I tried it and followed the steps in the blog –

1. Insert the Power BI tiles in the document
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2. Click at the login button and authenticate with your Power BI credentials at the shown popup.

3. Select the Dashboard and the desired PowerBI tile:image

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I now had two questions –

1. Can I refresh the data?  Yep
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2. What if I send it to someone who doesn’t have the app?  You still can, just choose the “Show as Saved Image” option.
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OMG – this changes everything.  Here’s why –

1. For two years, every organization I met with asked for this type of functionality in every meeting.  That’s over 100 of the largest Microsoft customers in the world.  Even after Power BI was introduced and became the focus of many of my conversations, they have the same ask.  The ability to get their live dashboards into PowerPoint slides OR line of business apps.

2. The level of difficulty to get this setup for an organization has gone from “complex” to “trivial” if they’re running a newer version of Office.  Many more customers are actively using Office 365 and 2013/2016 than were using it two and a half years ago, so that isn’t the barrier it once was.

3.  Well, what if an organization is instead using Office 2010 as the standard?  It used to be that would be an enormous blocker to even try Power BI.  Now, it doesn’t matter for Power BI, since I can sign up and use that immediately regardless of Office version.  But I wouldn’t be able to use the app, right?  Replay that fanciful conversation the folks had with IT earlier – instead of needing to have setup

– SharePoint 2013
– SQL Server
– SQL Server Analysis Services,
– SQL Server Reporting Services
– PowerPivot for SharePoint add-in
– Office 2013 for the client machine
– Hardware or VM’s to run everything on
– The Silverlight add-in on the client machine
– Proper security integration, proper licenses, stakeholder buy-in, etc.

to get functionality they saw me demonstrate, I just need one machine with an updated version of Office (32 or 64-bit) to get this functionality.  I can think of exactly two customers during my time in the field where they wouldn’t provision a single machine with the latest version of Office on it or allow the person to upgrade.  In general, it wasn’t a big deal to get a couple folks using a newer version of Office to prove out the value of the solution.  So I show them in the presentation they can do this.  Then they sign up and do it right away with their Salesforce.com data, and the only thing preventing them using it in every PowerPoint presentation they create is a slower deployment of Office?  That’s a much, much easier thing for them to get done, and I assure you, people will make the ask to do so just to get this.

4. This is the biggest one, and I am convinced of this – this functionality is so simple and so valuable, people will sign-up for Power BI to use this functionality even if they already own and use another tool.  Forget about how easy it was to do – as far as I know, NONE of the other major self-service BI vendors I just mentioned can do what I just did at all, let alone that easily with three major pillars of the productivity suite that people use every day.  It was that important to every business I’ve ever worked at, talked to, whatever.  And because I don’t need every user to have the app downloaded, (remember, it still allows them to see the data as a static picture if they open it and don’t have the app), I’d be giving this an AWFULLY long look if I’m currently taking 30 snapshots of my Tableau/Qlik/Lumira/Whatever report and pasting them into a PowerPoint deck every week.

It’s not a perfect app – yet.  If I have 50 tiles in my slide deck, yeah, refreshing each one at a time would get to be tedious (yet still much faster than my current option).  To paraphrase Voltaire, “Don’t let perfect get in the way of good.”  This app is really good as is, and it’s been available for all of two days.  The only folks who wouldn’t get any value from this are the ones who can’t take advantage of Power BI at all.  To them I say, read the latest blog post from my colleague Riccardo Muti this past week who shows off the newest functionality in SQL Server Reporting Services in SQL Server 2016 CTP 2.4, available now.

Yep, we added the ability to Export to PowerPoint there as well.  And it looks GREAT when you export the report, thanks to the other enhancements they’ve made.

So, what do you think?  Did Microsoft truly change the game this week?  Before you answer, go ask some non-BI pros if they’d find the functionality I just described to you something they’re looking to use in their jobs.  I think you may surprised just how valuable something so simple might turn out to be.

Enjoy your weekend!

Combine Excel Online and Load on Demand to power up your Excel data source in Datazen

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I hadn’t planned on a post today, but after watching the Philadelphia Eagles get their first win of the season, I was inspired to do something I’d first thought about a couple weeks back.  Specifically, I wanted to use an Excel document as a data source in my Datazen dashboard, but enable Load on Demand capabilities so I could take advantage of parameters.  I also wanted to see how that would work in combination with people just typing in data into the Excel sheets that are the data source.  How quickly would I see their changes in my Datazen dashboard?

Out of the box, Datazen allows you to use Excel files in a shared folder as a real time data source.  And in the post I did around combining Datazen dashboards with Power BI Q&A functionality, I first talked using the sync capabilities of OneDrive to sync an Excel file from my local drive to the Datazen server.  The thought was, that way if I refresh a data source locally, I can have it sync up to the server.  The issue I saw with using this as the solution for this scenario were two-fold –

1. I was the only person updating information in this scenario.  Ideally multiple people could make updates using Excel Online at the same time.

2. I couldn’t do parameters with the out of the box Excel data source in Datazen.

Well, what if I used the workaround I mentioned about how you could use Excel files as a data source for KPI’s?  Since that had you using Excel like SQL, maybe then I could use parameters.  Let’s give this a shot.

In my Datazen server, I’m going to create a new data source called Excel as SQL, using the instructions from the blog post I referenced –
image  I’m going to create an Excel file with two tabs – one has Category, Amount and Target along with some sample data.
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The other just has Category and a single sample value.
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I then save my file.  It’s now available to me either on the server or in a web browser via Excel Online, thanks to OneDrive.
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On the Datazen server, I’m going to create two SQL queries to use.  The first one, called Data, looks like this –
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You see I’ve setup a parameter called @Product to use – here’s what that looks like
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I used a default value to make sure I get back at least one value, otherwise the Datazen Publisher won’t be able to build the data view properly.  Next, I’ll build my other query called FilterValues.  It’s pretty basic –
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Now I can build my dashboard.  I’ll bring in two elements – a Selection list and a Number with Delta.
imageThen bring in both of the data feeds and hookup the data to the dashboard elements.
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I’ll setup my parameter to be equal to what’s passed into my dropdown list.
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Now I publish my dashboard.  When I hit it from a web browser or app, I get back what I’d expect to.
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This is fine, but I’ll want to add more items on an ongoing basis.  If I try to open the document and make the changes directly on my desktop, the data source is locked and not available to Datazen –
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But, if I instead make the changes in Excel Online, the changes get synced and my data source isn’t locked!  This is true even if I have multiple people adding items at the same time.  I’m going to update my Excel Online document by adding a number of new categories (as suggested by my children) –
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How quickly these show up can vary – I’ve had it in as little as 5 seconds, and sometimes it’ll take up to a minute.  For example, these showed up by the time I finished typing the previous sentence.
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And I’ll now update my data in the other sheet as well.
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What’s cool here is I don’t need to refresh the page to see this new data, since it’s always going to back to the original data source thanks to Load On Demand.  Once my data shows up, my values are automatically updated when I change the dropdown.
image And notice I added the Seahawks data – I’ll never see that as a value if unless I add it to the dropdown as well.

This offers some great flexibility for folks to manage data and make updates this way.  You could also do multi-select values vs. a single value by changing your SQL statement and allowing multi-select in your dropdown list.

Thanks for reading everyone!

Providing context for the shadow – Part 2 of the Powerful Productivity Series

This next scenario was one I was going to tackle at some point, but I decided to do it now because of a couple articles I read this past week.  Interestingly enough, one of the articles was a blog post from Tableau, and the other was a survey done by Domo.  I found them interesting because they both touched on a topic I’ve been intimately involved with for the last several years, and that’s sales reporting.  I’m guessing, however, my reaction to each article was different than other folks who read them because of that.

The Tableau post told the same story that every company that sells a BI solution talks about to their customers – here’s how we use our own product to run our business.  For example, Marc Reguera does a great job telling customers how the finance team at Microsoft uses the Microsoft stack to run the business.  I’d have been shocked if the article was about how the sales teams at Tableau reported on their business using Power BI (although I’m guessing James Phillips would have blogged about that article as opposed to me.  But I digress).  The report they showed had the usual metrics you see every sales organization look at – top opportunities in the pipeline for the quarter, YoY growth rates, Achievement vs. Quota, etc.  There was nothing “wrong” with the post at all – but my first reaction was immediate and made me laugh.  That was because I created a report similar to this four years ago for a VP I supported at the time.  I’d spent months doing the following –

– Getting security access to the right data

– Ordering a VM to host my reports

– Setting up SQL Server on the VM to host my data from these sources

– Creating SSIS jobs to cleanup and bring the data in from various .csv files

– Setting up SQL Server Reporting Services

– Building the report in Report Builder

– Deploying the report

There was no doubt in my mind I was about to be the new BI hero in town.  I presented the report to him and waited for his reaction.  Which was the following –

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Shrug re-enactment drawing courtesy of Rob Collie

Yep, that was his reaction.

“You don’t like the report?” I asked.

His response and subsequent explanation really stuck with me.  And it was partially highlighted in the survey results I called out earlier – on slide 17, some specific issues were culled from the responses.  The ones I noticed right away were these –

– inaccurate

– not up to date

– unreliable

– hard to understand

When it comes to sales reporting, the vast majority of data comes out of the Customer Relationship Management, or CRM, system.  This is where the sales organization enters all of the information around their customers and the sales opportunities they have with them.  You might have heard of some of the companies that sell CRM systems – Microsoft, Salesforce, and SAP are three of the largest vendors.  However, every CRM system has the same “flaw” – they all rely on salespeople to enter data in the system.  And the quality of the information entered can vary wildly depending on the salesperson for a number of reasons.    

This isn’t meant to be an blanket indictment of folks working in sales.  Being a good salesperson is HARD.  Having a quota you are responsible for, presenting or speaking to customers most days, making cold calls or traveling – it is a job that comes with a lot of pressure.  And every time you enter something into CRM, it’s going to be immediately tracked, dissected, discussed by your manager, their manager, etc.  Which means sometimes, people are very “selective” about what they put in CRM – some might think to themselves, why bring a lot of extra attention to yourself if you don’t have to?  Or they’ll put the value of the opportunity much lower than it really is for similar reasons.  Because of travel, perhaps they don’t update their data in the system for a few days because their too busy.  Or they hate entering stuff in CRM and put it off as long as possible.  Or they are told to put a bunch of opportunities in the system that they have little confidence in but need to show a “full pipeline” for management.  Combine this with the usual number of data entry errors folks will make, and you have a scenario where you have a sexy dashboard that is showing a pretty picture of a lot of bad data.

Should these folks be doing these things?  Of course not.  But the point my manager made was that since this did happen, he needed a solution that could account for this “shadow pipeline” as well as what came out of CRM so he could make a proper forecast of where the quarter would end up.  And he wanted it structured the way they had it currently in Excel, which looked like similar to this overly simplistic re-creation –

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Why couldn’t he just force his team do it properly in CRM, you might ask?  Because they were a global team that worked with the regional sales folks, but didn’t directly enter any of the data.  This is hardly unusual – most, if not all, customers I talked to had many, many groups leveraging this data that weren’t entering it directly.  So they needed a way to include this information in the report.

At first glance, this seemed like an easy enough request to add.  I’d follow a similar pattern to what I did in the first post in this series and build a form where his direct reports could enter their shadow pipe, then show it in the format he wanted in the SQL Server Reporting Services report I’d built.  So I went back and did that (which took several hours of work) and re-presented it to him.  Again with the shrug.

“What’s the problem now?” I asked.

“I can’t change the shadow pipe values,” he said.  “I need to be able to do that on the call.”  He was referring to the regular team call this report was used on.

“Well, I can show you how to change them, but I don’t understand.  Why do you want to change values on the call they just typed in for that call the day before?”

In hindsight, this was a really stupid question.  He could have said, “Because I said so, dumbass.”  But he decided to explain anyways.

“There could be a number of reasons.  First off, a lot of stuff can happen around here in a day, so there could be an update that needs to be reflected.  Second, I just hired three new people.  They don’t know the accounts real well and might change their forecast when we talk about it.  Third . . . ”

“Okay, I get it.  But you can change the values – just open the app I built, change the dropdowns, find the value to change, hit save, re . . .”

That was not what he wanted to hear.

“I’m not doing all that, Chris.  I want to change it like I do now, where it takes a second and all the calculations update automatically.  And I also want a way where I can add notes on the call that I can use when I share this information up the chain.  You should never give an executive a sales report without context.  Otherwise you’re just creating a bunch of additional work.  They’ll always want to know why the numbers are what they are, what are we doing to help the teams drive more revenue, do we need to re-allocate funds around . . .”

He was absolutely right – I’d seen that scenario play out time after time.  So I went back and took another crack at it using Excel and this new add-in Microsoft had released called Power Pivot.  However, the way the data needed to be laid out meant people would have to enter data in “holes” in the middle of a pivot table.  There were also a bunch of subtotals in the report currently where I needed to add up data from both the entered data in Excel and the summarized data from SQL Server that also sat in locations in the current report I couldn’t see how to do in Excel.  It also didn’t address the issue of having a central place for folks to go and enter the data because we didn’t have SharePoint setup (this project spurred me to do this for the team on my own, actually).

Eventually, the solution I provided him was a completely custom solution in Visual Studio that took probably three weeks to build, and countless additional hours to tweak over the time I was supporting them using it.  The good news was, he was happy with this and it led to a number of great projects I worked with them on.  The bad news was, making changes was something only I could do, so it died as soon as I left and they needed to make a change. Plus, I never felt comfortable I’d found the best solution.

What if I had the opportunity to do it over again now?  Well, I’m not waiting any longer – let’s redo this baby right now using Office 365 and Power BI and what we can come up with.

I’m going to run through the entire scenario in my head as best as I remember how this used to work, and map it to the functionality in Office 365 or Power BI in each step –

– A meeting invite was created and sent to the participants via e-mail (Outlook and Exchange)

– Data needed to be cleaned up and combined from CRM and another data source that has the quarterly sales targets stored (Power Pivot/Power Query in Excel 2013).

– As opposed to building a custom app, I’ll create the report using Excel as the front-end and taking advantage of Cube Formulas.

If I had simply spent more time reading Rob Collie’s blog post from January 2010 (!), I would have seen I could have provided my manager with the exact functionality he was looking for by leveraging cube formulas.  For the people who’ve never used them before, in essence you have the ability in Excel to blow up a pivot table and layout the cells however you want while still being linked to the data model dynamically.  Rob spends more time talking about cube formulas than I do about Datazen (well, close anyways), so I’d strongly urge you to read his blog to learn more, but here’s how I’d do it for this project –

1. From the Power Pivot window in my Excel 2013/2016 Preview workbook, I’ll create a new PivotTable (or I could create it on the Insert tab in Excel.  It doesn’t matter) –

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2. Add to the pivot table the results I need for my report from the CRM system.  I added a slicer as well just to make sure everything is still connected to the live data source after I convert the data –

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3. Under PivotTable tools, select OLAP Tools, and Convert to Formulas in the dropdown  –
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You’ll see this has converted the cells to individual formulas in the formula bar that looks something like this, depending on which cell you have highlighted –
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4.  Cut and paste the last row of values down one from it’s current location so your report looks like this –

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5.  If I click the slicer, my values update to the proper results
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I now can lay out the report any way I need to, allowing data entry in certain fields, add formulas that properly sum the fields that are entered and tied to the data source, add an area for comments to be entered for each row, etc.  It would have met the requirements he had for his frontend experience.  Single tear . . .

– Central place to collect shadow pipeline and notes from users for the report (OneDrive for Business Access Web App)

As I thought about how I’d handle this piece, I initially considered the idea of just saving my report to OneDrive for Business, sharing a link with the users and allowing them to enter the data in the shadow pipeline field accordingly since the report was small enough it could be used with Excel Online.  He could simply overwrite that on the call with them, or add additional notes and call it a day. There were a couple issues there I had concerns about –

1. Anyone could potentially overwrite the fields that contained cube formulas when editing in the browser.  It wouldn’t be the end of the world, since I’d have multiple backups of the report, but still wouldn’t be ideal.

2. Instead, I looked at adding protection to the sheet while leaving certain cells unlocked and available for editing.  Problem was, this only would work when folks opened it in Excel locally.

For the record, if I had offered this second idea to my manager on how to handle this, he would have said that was fine and not to overthink it.  I know this because we ended up doing something similar for a different project once I got SharePoint stood up.

A better answer in my mind would be to let his team enter the value and notes via an Access app in Office 365 like I showed in the last post, but give him a field where he could enter a value as well, and supersede any entry folks made in the calculations if he entered a value.  Why bother doing this extra work if I know he would have accepted the previous option as a solution?  Because I know he’ll want to capture these values in a way that he could see historically what people were forecasting and how accurate they were vs. the actual sales amount (I know because he did ask for it later on, by the way).  My proposed solution would allow him to do just that, and then he’s the only one ever updating data directly in the report.

– Share the report with my manager and his team (OneDrive for Business and Power BI)

By loading the report to OneDrive for Business and then accessing it through Power BI, I get the best of both worlds.  I now have a way to share a link to the Excel document with my manager so he could view and edit it, provide a link to anyone else so they can view it only, and leverage the Power BI personal gateway to refresh the data on a schedule basis.

This is pretty easy to do.  I can save the file right to OneDrive for Business from Excel directly.  I just go to File –> Save As, then add an Office 365 SharePoint location

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Enter my credentials and my OneDrive for Business information is added.

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Once I save it there, I flip to my Power BI area and add data from my OneDrive for Business folder

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then choose my Excel file I want to connect to.  I want to see and use the file just like I would in Excel Online, so I choose that

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Then I can view or edit it as an Excel document AND leverage scheduled refresh.  No conversion to a new Power BI report necessary.

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– Run the online meeting for the global team where they review the report and talk about their part of the business (Skype for Business)

There, I was able to redo everything using Power BI and Office 365 and meet his specific requests asks around being able to provide context for the shadow pipeline figures that were captured as part of this process.  I wonder if I could connect the data in that Excel sheet to the PowerPoint presentation he wants to give at the end of each quarter.  I bet I can . . .

Hmm – I’ll save that for another post in this series down the line.  So remember, the next time you’re asked to build a sales dashboard or report, see if can you provide context to the shadow with it.  Because if your solution doesn’t have that level of flexibility, people looking at your report might be “in the dark” when it comes to having the right answers (Yes!  I was looking for a terrible pun to end this post with, and I succeeded.  In your face, good storytellers.)

Until next time!

Powerful Productivity using Power BI and Office 365 – Part 1 in a series

Alright the long weekend is here (and sadly over by the time I finished this post)!  And since Monday is was a celebration of the worker here in the US and Canada, I wanted to do something special for this post.  Microsoft Office is the go to productivity suite for 1.2 billion people every day.  That translates to 1 in 7 people on the planet earth using Office to get things done, both personally and professionally.

It’s also a key part of every successful business intelligence implementation I’ve seen – and I’m not just talking about the ability to export to Excel.  In my previous life in shadow IT, the VP I supported used to hammer this point home to me.  He and his team lived in the Office suite day in and day out to do their jobs, so whatever I was providing to his team, I needed to always keep that in mind.  They had jobs to do that didn’t involve learning a complicated new report or app – if it wasn’t easy to adopt, show immediate value, and work well with things like PowerPoint, Excel and Outlook, then it was dead on arrival.

While I’d like to think I did this pretty well, looking back now, I can’t believe how much additional work I had to do simply to achieve the same results I could get just a few years later.  And I’m not talking about me being more skilled (or balder) – the level of productivity someone can achieve using tools like Office365 and Power BI is STUNNING.

You’re probably thinking – “Yeah, it’s “stunning” a Microsoft employee is telling us how amazing their new stuff is,” as you roll your eyes and switch to Jen Underwood or Rob Collie’s blog.  I’ll admit, that isn’t a terrible idea, but hear me out.  I just want to see what my old job would have been and how much more I could have accomplished.  I used to spend my days building apps, setting up databases, building reports, etc.  With the way things have been automated and simplified in Office 365 and Power BI, could they be done now entirely using those tools?

“OH MY GOD – HE’S NOT BLOGGING ABOUT DATAZEN!  THE PRODUCT MUST BE DEAD, etc.” – Thought by at least one person reading this blog post.

To this person I say, yeah, um, no.  No, the reason I am not including Datazen is because one of the rules I need to follow for this self-imposed challenge is that I can’t use IT to setup a VM for me.  I have to do everything in the context of Office 365 and Power BI for this particular challenge.

So, without further adieu, here’s a typical project request I might have gotten 5-6 years ago –

There’s a request in my inbox from someone whose team needs a line of business app built.  They need a simple app built to capture ten fields of data for a one-off project.  A couple temps will be entering the data for a week or two, and they’ll need to do it via a web interface.  There are some reports I’ll need to build off of the data, and I’ll need to show the final numbers in PowerPoint deck I provide back to them so they can add some additional commentary.

Requests like this I used to eat for breakfast (along with Honey Nut Cheerios, usually).  Let’s assume this was asked of me in 2009.  I probably completed the request this way (FYI – SharePoint wasn’t set up and available to me) –

– Ordered a virtual machine (VM) from IT then waited until it was finally provisioned for me.
– Installed SQL Server 2005/2008 on the VM to host the database
– Setup Internet Information Services (IIS) on the VM to host the website
– Built the app using ASP.Net maker (which I had purchased myself) to do these little forms over database projects.
– Deploy the app to the server from my local machine
– Built a couple reports for them in SQL Server Reporting Services using Report Builder.
– Used SnagIt to grab screenshots of the reports and app I could use in the PowerPoint deck.
– Shared the files via e-mail to the folks for them to add commentary and present out.

I can’t believe that’s really how I used to do a project like that then.  At least in 2011 I could have used Visual Studio LightSwitch and Power Pivot.  Let’s try redoing that in Office 365 and Power BI –

1.  Starting with Office 2013, Microsoft Access can be used to make line-of-business apps that you deploy to Office365 sites.  These can be accessed via the web by users to enter data that’s saved in a SQL Azure database that Microsoft provides (as long as you have no more than 1 GB of stored data).

So I can open my team site in Office 365 and select Site Contents –
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Then I choose Access App, and enter the title of the app I want to build.
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I’m then greeted with a webpage that says I’ve successfully created the app.  I can start adding tables and screens in Microsoft Access on my desktop to finish the application.
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About 7 minutes later (no seriously, I timed it), I have created my table and form, and it is now available online, via browser, for folks to start entering data –
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I also need to run reports.  No problem there, since if I look back in Microsoft Access on the Info tab, I am provided information around how I can connect to my database and run reports –
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Once I’ve created the read-only connection, I can open Power BI and use the direct connect with SQL Azure functionality to connect to the database and create my dashboards and reports.  To get my connection information, I grab the details from Access for the read-only connection –
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and then plug it into Power BI –
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This allows me to create a report in a web browser against the dataset immediately and share it out with individuals or a group.
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Now I can add the report to a PowerPoint slide by using some newish, built-in PowerPoint functionality (remember, I can’t use the default Snipping Tool in Windows because it isn’t in Office 365).

In Office 2013 and Office 2016 Preview, under the insert tab, I can insert a screenshot right from PowerPoint.

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If I select Screenshot, I see all the open windows on my desktop, and I can simply select the Power BI browser window that’s open to insert the screenshot.  I then resize my screenshot so they can add commentary to the slide accordingly.image
Once I’m finished my deck, I can save my PowerPoint deck either directly to an Office 365 site, or my personal OneDrive for Business site and share the file securely via a link in my web browser to approved users only.
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Once folks get the link I send via Outlook and Exchange, they can review the deck together if they  wanted and even make the changes in real time.

So I was able to meet the goal of only using Office 365 and Power BI to complete the project.  How much more productive was I?  The amount of time I estimate it would have taken me to complete the project previously was –

– Minimum 2 weeks (336 hours) for a VM to be provisioned for this project.
– 2 hours to setup SQL server
– 1 hour to setup IIS
– 3 hours to build and test the app
– 2 hours to deploy the app to IIS and test (this never worked right away)
– 2 hours to build and test the Reporting Services reports
– 1 hours to build the slide deck and send via e-mail

So 348 hours minimum were needed to get everything done on my side, and this is assuredly being generous with the estimate.  How long did the same thing take using Office 365 and Power BI?

– 0 hours for VM setup (not required)
– 20 minutes to build, test and deploy app
– 0 hours to setup IIS
– 0 hours to setup SQL server
– 20 minutes to build report in Power BI
– 1 hours to build the slide deck and share the link for review

So I went from needing 348 hours to needing about 2 (let’s round up).  That’s a productivity improvement of over 150x!  Just think about that – this project went from something I had to do a fair amount of additional work around just to request the VM, do all the setup and configuration, etc. to something I could have back to them for the initial data entry piece within an hour of the original request.  Plus, the entire project can be done or reported on from every mobile device.  Yeah, that wasn’t a requirement for the project originally, but it certainly would be now, and that’s all included with no additional development work required on my part.

I really enjoyed doing this first post in this series – it’s easy to forget just how powerful the tools like Office 365 and Power BI are (I know I often take this stuff for granted) and how much value they bring to our customers.    I’ll do more of these now and again that I sprinkle in between my normal Datazen posts, which I know my dozens of loyal readers eagerly await each week.

Thanks for reading!