Power BI Reports
Power BI is a data visualization application used by Information Resource Management (IRM) at University Advancement to convert data into a more visually appealing and interactive format. Power BI uses Advance as its data source. Data is refreshed daily, and visualizations will include Advance data as recent as the previous day. The following types of reports are available through Power BI: monthly development reports, demographic reports and other self-service reports. Please click on the reports/dashboards listed below to access them using Power BI.
Contributions by School
Summary and Detail Reports
Private Support Breakdown
Top 10 Raised & Received
If you have any problem accessing/navigating PowerBI, please contact Brian White in our team for training/support. Once you have access to these reports/dashboards, if you have any questions related to the information/data provided in the reports or if you think that your department/unit will benefit from custom reports/dashboards specific to your department’s needs, please feel free to send your requests/queries to firstname.lastname@example.org.
Power BI Documentation
Download: Power BI documentation
- How to Sign In
- Opening and Viewing Reports
- Filtering Reports
- Export a Report to PowerPoint
- How to Sign Out
- Visit http://app.powerbi.com and click Sign In. You will be directed to the Microsoft Power BI login screen.
- Enter your UCI email address and hit Enter. Microsoft will recognize the UCI domain and direct you to the UCI Office 365 logon screen.
- At the UCI Office 365 logon screen, enter your computer logon credentials using one of the following:
- UCInetID (e.g., panteater)
- AD version of your UCI email (e.g., email@example.com) NOTE: Power BI will not recognize your @uci.edu email address.
- Using the left navigation bar, click Workspaces and select the desired group. The workspaces that are visible are dependent on your permissions.
- Select Reports from the horizontal menu in the main window.
- Click on the name of the report set you want to open.
At the bottom of the screen are tabs that represent report pages.
You can view each report page by clicking the tab. For reports that hold several pages, you can scroll through the report pages using the arrow keys to the left.
To maximize screen space, click the hamburger icon at the top of the left navigation pane. This will minimize the pane. Click again to maximize.
To view reports full screen, use the double ended arrow icon on the top menu bar.
To exit full screen mode, click the double arrows on the floating toolbar on the bottom right of the screen.
The left and right arrows on the floating tool bar can be used to navigate through each report page.
Data can be filtered using the dropdown filters found at the top or right of the report. Available filters are dependent on the report.
Multiple filters can be applied at once. Within each filter, more than one value can be selected by using Ctrl-click. Click the down arrow to open the filter dropdown and the up arrow to minimize the dropdown once selections have been made.
As filters are applied, the data on the chart/graph will update as well.
To clear a filter, click on the eraser icon to the right of the filter.
On reports with multiple visuals, the data on charts are linked to each other. Clicking a data point on one chart will update the data on the other chart(s) and vice versa.
For example, clicking Cash on the doughnut chart will update the bar chart to only show Cash gifts.
Clicking Health Affairs on the bar chart will update the doughnut chart to only show Health Affairs gifts.
You can multi-select data points by using the Ctrl button. To reset the charts, click on the white space.
When a chart or graph has a hierarchy of data, you can drill down to reveal additional details. For example, in an Amount Raised by School visualization, a hierarchy might include amount raised by all schools at the top level, amount raised by school at the second level and amount raised by unit/department at a third level.
Not all visualizations have a hierarchy. Charts and graphs with a hierarchy can be identified by drill controls in the top left and right corners.
There are two different ways to drill down (and up) in your visualization. Using the drill icons or using the Explore dropdown in the top menu bar.
Drilldown Using Drill Icons
- To enable drill down, select the arrow icon on the top right corner of the visualization.
The arrow icon will turn dark, indicating drill down is enabled.
- To drill down one level at a time, click one of the bars/elements of the chart. For example, clicking Total Raised would display amount raised by each school.
Clicking on a school would display the amount raised by each unit/department within the school.
- To drill back up, select the Drill Up icon in the top left corner of the visualization.
Drilldown Using Explore Dropdown
- To enable drill down, select the visualization to make it active and Select Explore>Drill Down from the top menu bar.
- Once enabled, drill down one level at a time by selecting one of the bars/elements of the chart.
- To drill down all levels at once, select Explore>Show Next Level.
- To drill back up, select Explore>Drill Up.
Reports with a map provide an interactive, geographic representation of records that match selected filters.
Use the plus icon to zoom in and the minus icon to zoom out. To move the map, click and drag.
Below the zoom buttons are selection mode buttons.
Select individual locations. Ctrl-click to select more than one location.
Draws a rectangle on the map and selects the contained data points.
Placing your cursor over a location will open a pop-up window that shows the detail of each record at the location.
In the example above, there are 8 records in Rancho Santa Fe, CA. The arrow can be used to scroll through the records.
Clicking a location on the map will update the data on any charts/graphs as well. Some reports may also include a list of Advance records that match the selected filters. For example, clicking New York City on the map will cause (a) the Top States chart and Top Cities chart to show New York and (b) the records list to show the associated individuals in New York.
To reset the map, click on any open space on the map.
- From the main menu, click File – Export to PowerPoint.
NOTE: When exporting to PowerPoint, the entire report is exported and filters are removed. If data is cut off on the PowerBI window, it will be cut off on the PowerPoint slide as well.
Sign out by clicking the profile icon on the top right navigation bar and selecting Sign Out.