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Frequently Asked Questions

As a power bi administrator, what methods are available to access Power BI activity logs for auditing purposes when the inquiry pertains to events beyond the 30-day threshold set by Microsoft's log retention policy?

Our tenant dashboard provides comprehensive analytics, capturing a detailed log of activities within your Power BI environment. While Microsoft retains activity logs for up to 30 days, our solution extends this capability, offering a historical record of activities for a period beyond the default retention span. This enhanced view aggregates data across workspaces, detailing the activity ownership, type, and specific time frame, ensuring that you have access to a complete activity audit trail even for events occurring after 30 days. Your company can gain insights and analytics beyond the standard offering, ensuring continuity in activity tracking and auditing within your Power BI environment. This feature is instrumental for your organization, which requires extended data governance and compliance monitoring.

As a lead, how do you fix resource usage issues in Power BI by tracking how long tasks use the CPU and alerting the people responsible?

Our system features an advanced monitoring tool within your Power BI that systematically tracks and scrutinizes CPU consumption for a range of tasks and artefacts. This function allows your company to effectively identify processes that consume excessive resources, thereby identifying potential bottlenecks and inefficiencies.

Once a resource-intensive activity is detected, our system automatically triggers notifications to your respective artifact owners. These notifications are distributed via email, ensuring that responsible parties are promptly informed of the high resource utilization. The alerts contain essential details regarding the CPU consumption, which empowers the artefact owners to take targeted actions to optimize performance.

Can you tell which datasets or dataflows in your Power BI environment are refreshed most frequently, which have the highest rate of refresh failures, and when do most refreshes occur?

Our dashboard tracks and displays refresh occurrences by status, by dataset name, and by type, alongside the average duration of refreshes per dataset. With this data, your organization can gain a clear understanding of your current refresh patterns, including the frequency of refreshes, the datasets with the highest failure rates, and peak times for refresh activities.

As a data lead, how do you optimize your Power BI dataset refresh schedules to avoid congestion and improve overall system performance?

Our platform delivers a detailed analysis of dataset refresh events categorized by 'off working hours' and 'working hours'. Your company can leverage this data to discern peak activity intervals, facilitating a more balanced allocation of system resources. Such strategic scheduling is critical to averting system overload during periods of high demand, thereby ensuring the continuity and dependability of the Power BI service.

Can you tell how many total active workspaces are currently in your Power BI environment?

Presently, Microsoft does not offer an aggregated statistical overview of workspace environments. Our solution, however, delivers comprehensive insights, detailing the count of total active workspaces in contrast with orphaned workspaces. Orphaned workspaces are those that no longer have an owner; often, these people have left the business. Our system enables the identification and subsequent management of these workspaces, recommending they be either reassigned to existing team members or removed if they serve no ongoing purpose. This gives your business an idea of whether these workspaces are being used to their full potential or if there are opportunities to consolidate and reduce redundancies.

How do you know what constitutes an inactive workspace within your Power BI environment?

An inactive workspace is characterized within your Power BI environment as one that has not demonstrated any logged activity over a predefined interval, which is established in accordance with your organizational benchmark period, such as a lapse of 90 days (about 3 months). The accumulation of such workspaces may result in the suboptimal utilization of Power BI resources.

As a Power BI administrator, what are the top reports by user activity and engagement within your Power BI environment?

Microsoft's default tools don't provide detailed insights into user activity within Power BI, but our solution fills that gap by offering an in-depth look at your Power BI usage. It includes specific information like who is using it, what actions they're taking, and which workspaces they're in. Keeping track of how users engage with reports gives your business valuable information that can help guide better decisions, prioritize resource allocation based on the number of unique users interacting with a particular artefact, improve the user experience, and ultimately drive better business outcomes.

How do you know if there are any reports not recorded in the activity log for a period?

Within the Power BI ecosystem, a report is deemed inactive if it has not registered any user interactions for a duration typically set by your organization, often defaulting to a period like 90 days (about 3 months). By identifying inactive reports, your company can reallocate resources more efficiently. Furthermore, this information can be used to clean up your Power BI environment, which can reduce clutter and improve the user experience.

What is the overall user engagement with dashboards in your Power BI environment?

Our solution provides in-depth user interaction analytics, covering aspects like username, workspace details, report names, types of activities, and activity dates. Additionally, we offer insights into the total count of active dashboards, the percentage of active dashboards, and the overall number of events within your Power BI environment. Monitoring user interactions with our dashboard furnishes your organization with valuable data that can be leveraged to make more informed decisions, allocate resources based on the engagement of unique users with specific elements, and enhance the overall user experience.

Are there any dashboards that have not been used for a particular period?

A dashboard is considered inactive when it hasn't recorded any user interactions or updates for a typically organization-defined duration. Detecting inactive dashboards enables businesses to optimize resource allocation effectively. Moreover, this data can be utilized to streamline and declutter their Power BI environment, leading to an improved user experience.

Can you give an overview of your workspaces in your Power BI environment?

Our offering furnishes comprehensive metrics for your workspace elements, encompassing dashboards, reports, and datasets over various time intervals. Additionally, we present data on the total count of existing workspaces and the percentage of active workspaces within your organization's specified timeframe. Notably, our system includes an activity log of your workspace, serving audit purposes. You can apply filters to monitor and utilize any specific type of activity for your business purposes.

How has the dataset usage trended over time? Are there any patterns in dataset usage by date or by day of the week?

Leveraging our Power BI solutions extends beyond the mere quantification of datasets. Our services delve into a comprehensive analysis encompassing all datasets within your environment, highlighting not only those that are actively engaged but also the proportion of such active datasets. Our view presents a detailed activity log that chronicles the configurator of the dataset, the precise timing of the activity, the specific workspace involved, and the nature of the activity executed.

Furthermore, we offer visibility into the aggregate count of datasets managed by individual users within your environment. In addition, you will be able to view the most utilised datasets within your environment. The aggregation and examination of this information are pivotal for your business to strategize capacity planning and optimise resource distribution effectively.

As a data lead, how do you know which datasets keep refreshing but are not actively used in any report?

Our dashboard provides insights into your resources within Power BI with no related user activity. We furnish information about the individuals responsible for configuring the dataset, the quantity of reports linked to it but not actively utilised, and the specific workspace where it resides. For your business, conducting periodic reviews and cleaning up these inactive datasets is crucial to cost reduction and enhancing the efficiency of your Power BI environment. This practice aligns with robust data governance principles and ensures that resources aren't expended on maintaining data that doesn't deliver meaningful insights or value.

How do you know if users are utilising their Power BI licences efficiently?

Many organisations lack a comprehensive understanding of user adoption within their Power BI environment, potentially leading to unnecessary expenditures on licences for individuals who may not require them. To gain a comprehensive insight into how users are acclimating to your Power BI environment, our services offer a detailed array of information. Our tailored dashboard incorporates intricate logs, including precise timestamps of user activities, identification of top report users, and dataset ownership details. This wealth of information empowers your institution to make informed decisions regarding licence allocation, ultimately optimising costs and resource utilization.

As a data lead, how do you know if there are any datasets that consistently take longer to refresh?

Our service offers an extensive analysis of dataset refresh metrics, delineating datasets that exceed a 5-minute refresh threshold from those that do not. We meticulously consider the refresh methodology—be it on-demand, scheduled, or via API—along with a record of dataset refresh failures. Furthermore, our services provide insight into the configuration ownership of the datasets and classify them according to their respective refresh duration categories. Your institution’s data refresh is crucial for maintaining high performance and positive user experiences. Managing large datasets or complex queries can lead to slower refresh rates, which may adversely affect user interaction with reports and dashboards. By monitoring the average duration of dataset refreshes, your company can pinpoint areas that need improvement.

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