Saturday, 26 May, 9 am to 5 pm, Mumbai
Waterstones Hotel, behind The Lalit Hotel, near International Airport, Mumbai
Limited seats. Register Here
You must bring your own laptop. Additional software needs to be installed BEFORE arriving for the event.
Power BI Workshop Content
Who should Attend?
Who should NOT attend?
If you want to learn DAX language, specifically, you should NOT attend this workshop.
Learn from the Guru
Dr. Nitin Paranjape has coached over 330,000+ professionals across 18 countries. He is recognized as the Most Valuable Professional by Microsoft, for 15 years. Dr. Nitin is a coveted speaker with a unique humorous and motivating style of teaching. Detailed profile
Dr. Nitin’s work on Analytics
You will be able to …
Power BI Workshop is subject to cancellation due to inadequate number of participants or factors beyond our control.
In case of cancellation, full refund will be provided.
This is a commonly asked question. I will try to answer it in the simplest possible manner. Of course, this is as of May 2018. Things change very fast. So please check online for the latest status. Power BI Free does exist. In two forms. One is built into Excel and one is a subscription option.
Power BI Free in Excel
Let us understand what Power BI itself is. In simple terms it is a new way (now 8 years old) of handling and analyzing data. It was created to overcome limitations of Excel and provide modern ways of analyzing information – visually as well as statistically.
Power BI was originally created as a set of add-ins to Excel. Even today, these continue to be add-ins. Power BI is more of a brand name in the context of Excel. You will NOT see a menu called Power BI. But it consists of the following components:
- Power Query – which is a method of importing and cleaning up data from 70+ sources. This tool revolutionizes the way in which we managed raw data. All the manual and tedious work, weird custom macros … all gone! What’s more, it allows you to refresh data by repeating the import and clean-up steps automatically. Which means, second time onwards, the effort is zero. Power Query comes in two forms:
- Manually installed Add-in – for Excel 2010 and 2013.
Here the add-in creates a separate tab (Menu) called Power Query. It has all the query handling options.
- Excel 2016 onwards, this add-in is pre-installed. The separate menu is removed. It now lives in the Data tab as a group called Get and Transform.
- Manually installed Add-in – for Excel 2010 and 2013.
- Power Pivot this has two components
- Data Model – a database built-in to Excel which can handle millions of rows of data and multiple tables. It can be used to import data from multiple sources. Data Model compresses data and stores it inside the same XLSX file. It works much faster than having the data in Excel sheets (on the same PC).
- Power Pivot Table – which works on the data model (instead of data in Excel sheets). Creating a Pivot Table from data model allows us to use multiple tables of data and create relationships between them.
- Power View – is an add-in available since 2013. This is used to create interactive and visual dashboards using the data model. It is extremely flexible and powerful. It provides bar / column charts, matrix (like pivot table), pie charts, scatter charts and map (geographical visualization).
This tool requires an outdated component called Silverlight to be installed on the PC. As of now, most PCs do have this component installed. But Microsoft itself has discontinued this component and it is not supported. Due to this, Power View becomes a limitation of sorts.
What’s more, to view and interact with the dashboards on a browser, we need the same Silverlight component. Unfortunately, this works only on Internet Explorer – which is almost phased out globally.
Due to these limitations, Microsoft is discouraging the usage of Power View. As a manifestation of this issue, the Power View button in 2016 is hidden. We have to customize the ribbon to add the Power View button.
Although Power View is working as of now, it may be discontinued in future. Many organizations are disabling the use of Silverlight due to security risks associated with it.
Sharing Excel Power BI reports
Sharing reports created in Excel is done in two ways:
- Send the file by mail – which can lead to issues because we are making multiple copies of the file. If files exceed the email size limit, this option is not available. Unfortunately, we have already found the workaround for this limitation. We just copy paste the visualizations in PowerPoint and send the reports. This is the same as what we have been doing for decades: Copy paste Pivots and charts from Excel to PowerPoint.
Although this works, it defeats the purpose because all the interactivity and flexibility of analytics is completely lost.
- We can store the Excel files containing Power Pivots and Power View on OneDrive and use Internet Explorer to view and interact with the reports. As discussed earlier, it requires Silverlight and is a risky option.
The REAL Power BI Free
Although Power BI started as individual component Add-ins, Microsoft wanted to provide a more cohesive and safe solution. That is why Microsoft combined the above components into a separate tool and created Power BI Desktop.
Power BI Desktop is a stand-alone application. It does not need Excel to be installed. It is a combination of functions provided by Power Query, Power Pivot and Power View.
It can connect to 70+ data sources (as of May 2018) including Excel files, CSV, TXT and databases. Power BI Desktop can be used for free by anyone after registering on the Power BI web site.
Using this Power BI is simple. Download the Power BI Desktop tool. Create reports on the PC and publish them on the Power BI Portal (web site). Thus far it is free.
Sharing it with others requires the paid version. Detailed comparison can be seen here.
Sharing the PBIX file
Power BI Desktop is used to create reports and the Power BI Portal (website) is used to publish and share reports. Sharing requires a paid (PRO) subscription.
However, smart users will realize that it is still possible to share the Power BI Reports by either mailing the PBIX files or storing them on some cloud platform.
While this is technically possible, it suffers from the same disadvantages which Excel based sharing suffers from. If the data is large, the file size exceeds email limit. Even if you save the file on cloud and share the link, the other users have to download the file before opening and viewing it. Furthermore, they can edit everything in the file including the report visualizations, filters and interactions.
This basically means, the original report is no longer the original report – leading to multiple versions and confusion.
Feel free to post your queries here.
This content is relevant only if you are a CIO (or IT decision maker). Here is the video of the session I conducted at CIO Power List event on 4th May, 2018, at Conrad, Pune. Shadow Analytics has been around ever since “shadows” – also called end users – are around. Everyone knows about. Some people tried to eliminate it. Nobody succeeded.
This 30 minute video explains how to use Shadow Analytics as an opportunity to empower rather than restrict users and improve effective utilization of data.
The demos included in this Shadow Analytics video are:
Flash Fill, Insights, Explain the increase and Q&A.
What is Shadow Analytics?
It is all kinds of data capture, clean-up, manipulation and report generation performed by end users without IT intervention.
If you generate a report from a business system (which is built or managed by IT), it is alright. But if you copy paste data from multiple such reports into Excel and then generate a new report, it becomes “Shadow Analytics”.
As you can imagine, it is difficult to eliminate it. Irrespective of how much time and effort you have spent on creating the most flexible ad-hoc reporting systems, it is impossible to provide every possible variation that users want. Therefore, Shadow Analytics has always been there and is likely to survive in the foreseeable future.
Problems associated with Shadow Analytics
Primarily two problems. It is extremely error prone and time consuming. There are lots of related problems. The root cause is that data is handled in a casual manner without regard for its recency and in a completely undocumented manner.
This can lead to wrong decisions, delayed decisions, increased operational risk and enormous wastage of precious time.
It is impossible to handle and correct the data sources and deliver data to users in a manner which is so easy that they stop doing the manual capture and clean-up altogether.
Once clean, accurate and updated data is available as input, creating reports can be done by end users in a more informed and productive manner.
If a cell has no data in it, the data from the cell on the left side spills over it. This can lead to confusion while reading and understanding the data. How to remove this cell spill-over? Very simple. Just three steps:
- Select the data range.
- Press Ctrl G or F5 to open the Go To dialog.
- Click the Special button.
- Choose the Blanks option.
- Now, all the empty cells in the highlighted area will be selected.
- Just type a spacebar. This will go automatically into the active cell.
- DO NOT press ENTER. DO NOT disturb the selection.
- Press CTRL ENTER.
- That’s it. Now all the spill-over items will be truncated.
Excel Data Model is a database that is built-in to Excel. It has been around since 2010. Using it increases the capacity of Excel to handle millions of rows, it reduces file size significantly and eliminates VLOOKUP for code to description mapping. These new options in Excel 2016 and above simplify the usage of Excel Data Model and improve performance for large data operations. Go to File – Options – Data tab.
If you use Office 365 Pro Plus and Excel 2016, you should see a new tab under File – Options. The Data tab. This has many useful features which help improve Pivot performance. In addition, it also helps you with incorporating Data Models more easily into your Excel data management process.
If you do not see the Data tab in File – Options, you are not using the the right version of Excel. Escalate to your IT team to set it right.
Here is a set of Practical usage guidelines for some of these new options.
With Excel 2016 and Office 365 Pro plus, a less confusing and powerful function was introduced – IFS function. It eliminates the confusion generated by multiple nested IFs for complex calculations. In any case, if you are using multiple nested IF statements, check whether VLOOKUP can solve the issue or use Pivot Table grouping.
Nested IFs look like this:
The same formula using IFS function is much simpler to type and understand :
IFS function has just ONE set of brackets, irrespective of the number of conditions used. It also offers the last argument for default return value – in case all other conditions did not produce any output. Try using it.
The function will return an error if used in versions before Excel 2016. Be careful.
When you type something in a cell after an = sign in Excel, a list of functions is shown. Functions have an icon next to them. For some functions, the icon shows a Yellow triangle with an exclamation mark. That is the Excel Function Warning I am talking about.
No warning Warning
What exactly is the Excel Function Warning?
It basically means: “Do not use this function. We have a new and more accurate function available now”. If you use only newer versions of Excel, you should use the newer functions.
Here is an example. The older STDEV function now has two separate functions STDEV.S and STDEV.P – S means sample and P means population. The mathematical formula used behind the scenes by these functions is different. As mathematics advances further, the logic used also undergoes improvement. The newer functions utilize the latest algorithms to increase accuracy of your results.
- Notice if any of the your formulas have one or more Excel Function Warning icon.
- Go to the help file of that function.
- The newer, better or more appropriate function will be listed there.
- Learn the new function(s). Understand what has changed and why.
- Change these across your files to ensure more accurate results.
- Use the new function when you create new workbooks.
I see lot of movies. I am the First-Day-First-Show guy. Usually, I post the Movie Rating on my personal FB page. See some examples below. But recently I posted a Movie Rating Chart. Here is how you do it.
Movie Rating Chart
Yes. This long-awaited feature is finally here with Office 365 Pro Plus (May 17). This is a short article showing the steps. Detailed video coming soon. Ability to Change Pivot defaults is very useful. You no longer need to customize each Pivot manually.
Continue reading Change Pivot defaults