UCI University Advancement

Power BI Reports

Section 2

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.


Monthly Reports

Contributions by School
Summary and Detail Reports
Giving Pyramid

contributions by school   

summary and detail

giving pyramid

Private Support Breakdown
Top 10 Raised & Received

private support

top 10 raised and received

Self-Service Reports


Demographic Reports


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 ua-reports@uci.edu.

Power BI Documentation

Download: Power BI documentation


How to Sign In

  1. Visit http://app.powerbi.com and click Sign In. 

    powerbi-sign in

  2. Enter the ad version of your UCI email address (UCInetID@ad.uci.edu) and click Next at the Microsoft login screen.

    microsoft login
  3. At the UCI Office 365 logon screen, the ad version of your UCI email address (UCInetID@ad.uci.edu) and computer/exchange password.
      • NOTE: Power BI will not recognize your @uci.edu email address. You must use @ad.uci.edu.

    office 365 sign in


Opening and Viewing Reports

  1. Using the left navigation bar, click Workspaces and select the desired group. The workspaces that are visible are dependent on your permissions.

    power bi workspaces

  2. Select Reports from the horizontal menu in the main window.

    power bi main menu

  3. Click on the name of the report set you want to open.

 At the bottom of the screen are tabs that represent report pages.

power bi 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 power bi 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 power bi full screen on the top menu bar.

To exit full screen mode, click the double arrows power bi full screen exit on the floating toolbar on the bottom right of the screen.

The left and right arrows power bi navigation arrows on the floating tool bar can be used to navigate through each report page.


Filtering Reports

Filter Using Dropdown Fields/Checkboxes

Data can be filtered using the dropdown filters found at the top or right of the report.  Available filters are dependent on the report.

power bi filters

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 power bi eraser to the right of the filter.

Filter Using Charts and Graphs

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.

 power bi filter 1


For example, clicking Cash on the doughnut chart will update the bar chart to only show Cash gifts.

 power bi filter 2


 Clicking Health Affairs on the bar chart will update the doughnut chart to only show Health Affairs gifts.

 power bi filter 3


You can multi-select data points by using the Ctrl button.   To reset the charts, click on the white space.

Filter Using Drilldowns

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.

powerb drill down

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

  1. To enable drill down, select the arrow icon on the top right corner of the visualization.
    powerbi-drill off

    The arrow icon will turn dark, indicating drill down is enabled.
    powerbi-drill on

  2. 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.

    powerbi drill 1

    powerbi-drill 2

    Clicking on a school would display the amount raised by each unit/department within the school.

    powerbi-drill 3

  3. To drill back up, select the Drill Up icon drill up in the top left corner of the visualization.

Drilldown Using Explore Dropdown

  1. To enable drill down, select the visualization to make it active and Select Explore>Drill Down from the top menu bar.
  2. Once enabled, drill down one level at a time by selecting one of the bars/elements of the chart.
  3. To drill down all levels at once, select Explore>Show Next Level.
  4. To drill back up, select Explore>Drill Up.

Filter Using Maps

Reports with a map provide an interactive, geographic representation of records that match selected filters.


Use the plus icon powerbi-plus to zoom in and the minus icon powerbi-zoom out to zoom out.  To move the map, click and drag.

Below the zoom buttons are selection mode buttons.

powerbi-select Select individual locations. Ctrl-click to select more than one location.

powerbi-rectangle 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.

powerbi-map popup

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.

map 2

To reset the map, click on any open space on the map.


Self-Service Reporting

Self-service reports give users the ability to quickly view how much has been raised by fund and appeal.

Amount Raised by Fund

UA Reports>Self-Service Report List>Self-Service By Fund

  1. Enter the fund number or fund name in the Fund textbox.

    fund search

    The field allows partial matches so it is not necessary to know the exact name of the fund. Typing in “engineering” will display all funds with “engineering” anywhere in the fund name.

  2. Click to select the fund. If you would like to view more than one fund at once, repeat step 1.

    fund search results

  3. Apply additional filters, such as Fiscal Year, as needed.

The results will include amount raised, amount raised by fund type (research, fellowship, scholarship, etc.) and a list of the individual transactions.

amount raised by fund

Amount Raised by Appeal

UA Reports>Self-Service Report List>Self-Service By Appeal

  1. Enter the appeal code or appeal name in the Appeal textbox.

    appeal search

    The field allows partial matches so it is not necessary to know the exact name of the appeal. Typing in “cancer” will display all funds with “cancer” anywhere in the appeal name.

  2. Click to select the appeal. If you would like to view more than one appeal at once, repeat step 1.

    appeal search results

  3. Apply additional filters, such as Fiscal Year, as needed.

The results will include amount raised, amount raised by fund type (research, fellowship, scholarship, etc.) and a list of the individual transactions.

amount raised by fund


Subscribe to a Report Page

  1. From the top menu bar, click Subscribe subscribe icon.
  2. You can subscribe to one report page at a time.  Select the particular report page from the dropdown.
    NOTE: Depending on the report, you may have the option to set a frequency of daily or weekly. If the option is not available, you will be sent an email whenever the data is updated, but no more than once per day.

    subscribe dialog

  3. Continue to add report pages as needed by clicking Add another subscription.
  4. Use the yellow slider to turn the subscription for each page on and off.  Setting the slider to Off will not delete the subscription.  To delete the subscription, select the trashcan icon.

    subscribe slider

  5. Click Save and close to save the subscription.

 To manage subscriptions, click Manage all subscriptions from the Subscribe to emails dialog.


Export a Report to PowerPoint

  1. From the main menu, click File – Export to PowerPoint.

    power bi export

    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.

How to Sign Out

Sign out by clicking the profile icon power bi signout on the top right navigation bar and selecting Sign Out.