Power Bi Dashboard for Data Analysis

International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 09 Issue: 07 | July 2022 www.irjet.net p-ISSN: 2395-0072
© 2022, IRJET | Impact Factor value: 7.529 | ISO 9001:2008 Certified Journal | Page 2881
Power Bi Dashboard for Data Analysis
Galiveedu Shoaib1, Somesh Nandi2
1,2Department of ECE, R.V. College of Engineering, Bangalore - 560059
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Abstract - SAP is one of the world’s leadingmanufacturers of
business process management software, developing solutions
that facilitate efficient data processing and information flow
across organizations. SAP Cockpit is a online site whichis used
to obtain all the usage of Global accounts. EachGlobalaccount
has different Sub-accounts which consume credits against
services that are approved by the internal architecture team,
recently it has been encountered that some sub-account
owners were setting up services illegally. Such sub-account’s
related data and their monthlyusageneedtobetrackeddown.
SharePoint Online and SAP Cockpit are confidential sites that
are utilized for the usage export and import. A contract sheet
is obtained from the internal team. The data that comes from
SAP Cockpit and SharePoint sites requires access to view it
(Confidential).The SAP Dashboard created using Power Bi
helps the company to find out the moles that set up services
illegally. Cross charges will be applied on the sub-accounts if
the allocated budget is less than their consumption. Also helps
in forecasting the usage and notifying the company to go for
new budget purchase from IT.
Key Words: SAP Cockpit,SharePoint,PowerBidesktop,
Power Bi web, Data Synchronization, Data Refresh.
1. INTRODUCTION
Earlier models of business often decompress data
management, with each business function storing its own
operational data in a separate database. This does not suit
for employees from various business organizations to know
information of each other. In addition to this duplicating the
data among multiple organizations leads to increases in
costs of IT storage and increase in the risk of data errors.
CPEA goal is to establish one economic and simple customer
experience for searching, demonstrating, buying and using
cloud services from SAP and partners for beginner and
previously installed customersintheorganization. Itenables
customers to connect, easily extend and create their own
apps with business and technical functions offered as cloud
services, which is a innovative process going on[1].
The Overview page of global account’s gives the
information about the usage data of cloud credits (cloud
credit budget if linked to the account) and costs for the
global account, and service usage in the global account and
it’s subaccounts. There is no longer a need to license the
SAP Cloud Platform service individually. Cloud services can
be used when the demand arises and can be retired when
they are no longer needed. Charges are based on actual
usage and will be billed monthly against previously
purchased cloud credit.
2. SOFTWARE TOOLS
The software tools used in this project are Power BiDesktop
Application, On-premises data gateway Application and
Power Bi Web browser.
2.1 Power Bi Desktop Application
Power Bi desktop has the feature to use various
sources of data and create reports for business intelligence
by using source data. Power Bi is a cloudservice.Alsoknown
as Software as a Service (SaaS).Power Bi has flexibility for
report editing and connection between teams and
organizations. Power Bi also integrate sources of data in
Power Bi,low flexibility in modeling. Power Bi is used to do
things like dashboard creation, design and share
applications, analyze and Walk around the data to uncover
business insights and many such things. Integrating and
visualize any kind of data with a unique format, reliable self
service and enterprise business intelligence platform that
allows to use with ease and gives advantage to gain deeper
insights into the data[2].
Almost all of the big data investments is made by
integrating all data sources at a level to analyze, share and
promote insights across the departments while maintaining
accuracy of data, consistency and security[3].Collaborating
with ease on the same used data, innovative creation on
reports, and sharing reports among popularMicrosoftOffice
apps like Microsoft Teams and Excel enabling all the ones in
the organization to have data driven decisions made quickly
that leads to strategic actions.
2.2 On-premises data gateway Application
On-premises data gateway (personal mode) is a
version of on-premises data gateway that works onlyPower
Bi. It doesn’t work with any other application.Itenablesuser
to use Personal Gateway that need to be installed ,so the
gateway on the local computer and permission to the local
data is secured. Most of the scenarioscantriggera credential
requirement. The most common thing is that On-premises
data gateway users can install the on-premisesdata gateway
on a another machine or another operating system than
personal Power Bi gateway. There may be a difficulty in
processing the data source and Power Bi would have not
made a test connection such cases will be dealt by the On-
premises data gateway application.

2.3 Power Bi web
After Publishing reporttoPowerBiWeb,dashboard
is created and shared, the report is updated with any
modifications made further. The url link to publish the
dashboard will become activeimmediately. Anyonefrom the
organization who use the link can view it, afterhavingaccess
to the power bi web. Power Bi visualizations are allowed in
Power Bi Web.
The users who has the link shared by the admin of
the report have the reports published withvisual,thisdonot
require to have Power Bi visualizations to view the
report[4]. Data modifications are automatically reflected in
the final report or visual. When data is modified for an
imported usage data model inPower BI,theserviceflowsthe
data cache memory to modify the data asquicklyaspossible.
2.4 Acterys Power Synchronization tool
Acterys Power Bi Synchronizationisa Windowsapporcloud
service that gives advantage toscheduletheactivationof any
kind of Power Bi model or Power Bi data set, Power Bi
Desktop model or data stream as a source, Acterys Power Bi
tool synchronize all model details with leading platforms
data warehouses like Microsoft SQL Server, Azure SQL
Server, Synapse and Snowflake[5]. Acterys Applications are
already configured apps with cloud accounting, Enterprise
Resource Planning, Software as a Service systems that
enables integration of data, dashboards for interactive
business logic reports and planning cases.
3. POWER QUERY LANGUAGE
Power Query is transformation of data and engine
for preparation purpose. Power Query has advantage that
with a Graphical Interface (GI) for collecting data from
various sources and a Power Query editor for implementing
the transformations of data[6]. Since Power Query engine
comes in handy many products and services, destination
where the stored data depends on the place where Power
Query was utilized.
After completing the import of data into data model
,Data Analysis Expression (DAX).DAX works with Microsoft
SQL Server Analysis Services tabular models and pictures ,
Pivot tables in power point and in Excel,andPowerBi report
creators. DAX contains a library of various functions and
various operators that can be utilized to integrate and build
formulae and expressions. DAX is similar to Excel formulae
that is, it can be laerned with ease and helpful for new users
to understand and learn it.
The Power Query Formula Language is a powerful
mashup query language optimized for building queries that
join data[7]. Power Query Formula Language is likely to be
the first language that beginners actually use, even though
the beginners or new users who are not aware of the fact
that they are utilizing the Power Query Formula Language.
This happens because when usersimportdata intotheir data
model, which is generally the former step whileusingPower
Bi Designer, queries are most likely using Power Query
Formula Language in the background[8].
Anyways, the Power Query Editor provides a
powerful GI that enables users to do complex data mashups
without having to check at the Power Query Formula
Language- ode that the Query Editor created behind the
stages.
4. Power Bi report creation process
The Export of Usage data happensfromSAPCockpit
Online platform to a specific location in SharePoint online
Cloud Platform, then the same Usage data will be imported
to Power Bi Desktop App. There the report creation process
takes place and necessary Servers with software tools.
The reports that are created are combined to create a
Dashboard. Now the Dashboard is ready to be published.
The Dashboard is publishedtoVendorManagement
Reporting page which is a premium workspace in Power Bi
web browser[3].To perform the publication access is
required for the Vendor Management Reporting page
required since it is a premium workspace that the HPE
Global IT has.
Fig:1 Flow Chart of Power Bi Transfer
Data Transfer, the processofreportcreationandthe
publishing process is shown in the Figure.1 Refreshment of
the Dashboard will be scheduled once in a month since the
Usage data of the Credits needs to be monitored. The
refreshment is scheduled once in a month because the
premium workspace cannot be utilized for daily basiswhich
leads to inefficient way of utilizing premium workspace[9].
4.1 Export data from the SAP cockpit
SAP is an application in which data is stored in a
database. This data can be accessed directly or by using SAP
transactions. Many ways of exporting data exist as follows:
• Through the use of a custom program specifically built in
order to export data from SAP

• By using SE16, SE11 or similar transactions. To be able to
directly export the contents of a database table.
• Through the use of RFC functions exposed by SAP
• Through the use of export functionalities present in
standard transactions
The first method that is Through the use of a
custom program specifically built in order to export data
from SAP is used to export data from SAP Cockpit which is
efficient than other methods. The data oftheGlobal accounts
vendors/suppliers is exported from SAP cockpit to
SharePoint online site which contains confidential
information[10].Gaining access to the SAP Cockpit and
SharePoint is must before accessing the data
4.2 Import data into the Power Bi desktop
This requires Power Bi Pro license whichisgivenby
IT team The data can be imported in three ways in which
using SharePoint site is efficient.
• Excel sheets to import data.
• Use SQL server to integrate data with Power Bi
• Directly copy and paste our data into a blank table by
creating a blank table
• Use the sample dataset provided by Power Bi
• Use the path of data file from SharePoint to import into
Power Bi
Among all the methods above using the path of file
from SharePoint is preferred for this project. This is because
it is the efficient way while performing refreshments on the
reports.
4.3 Report creation in Power Bi
The data imported into the power Bi desktop
Application is then visualized, using pie chart or doughnut
chart or bar graphs etc., Different reports will be created for
analysis purpose like Run against Budget full tenant, Run
against budget sub account etc. The reports created are as
follows:
• Monthly Budget and Usage View
• Cross Charges Information
• Approved Services
• Run rate by sub-account and services
• Sri Biz Report
• CPEA Platform Usage vs Contractual Rights
Based on the requirements of this project theabove
reports have been created using Power Bi Desktop
Application by acquiring the Power Bi Pro License after
going through some Power Bi training sessions offered by
the HPE Global IT.
4.3.1 Monthly Budget and Usage View
Necessary columns like Consumption which is the
subtraction of allocated budget and the usage budget and
Consumption status which indicates whether the particular
budget is overly consumed or under consumed. A bar graph
chart is added to picture the scenario between Monthly
budget and Monthly usage. Filters are added in the report to
view the desired content from the Monthly Budget and
Usage View report. Helps to track budget usage in every
month. If the consumption is in green, tells that thebudget is
still left that can be used in next month. If theconsumptionis
in red that tells the budget is overly consumed in respective
month.
The data from SAP Cockpit Usage data is merged
with Sub-account owner data by using the primary key that
is sub account which is available in both the data. This
merged data is again merged with the budget data that
contains the allocated credits to the different
budget[11].Expanding the merged data to and selecting the
required columns after each merge yields the Monthly
Budget and Usage View report.
4.3.2 Cross Charges Information report
Cross charge column is added for confirming
whether the given budget for particular month is cross
charged or not. Filters are added in the report to view the
desired content from the Cross Charges Information report.
Pie chart is added in this report for picturing the Cross
charged amount and yet to cross charge amount. The data
from SAP Cockpit Usage data is merged with Sub-account
owner data by using the primary key that is sub account
which is available in both the data[8].This merged data is
again merged with the budget data that contains the
allocated credits to thedifferent budgetwiththeprimary key
budget which is available in the latest merged report and
finally merging this report with the cross charged data with
the budget as primary key, expandingthecolumns whichare
necessary gives the Cross Charges Information report.
4.3.3 Approved Services report
SAP Cockpit Usagedata ismergedwithSub-account
owner data by using the primary key that is sub-account
which is available in both the data[12].This merged data is
again merged with the budget data that contains the
allocated credits to thedifferent budgetwiththeprimarykey
budget which is available in the latest merged report and
finally merging this report with the service data with the

budget as primary key, expanding the columns which are
necessary gives the approved Services report.
4.3.4 Run rate by sub-account and services report
The data from SAP Cockpit is merged with Sub-
account owner data by using the primary key that is sub-
account which is available in both the data[13].This merged
data is again merged with the budget data that contains the
budget which is available in the latest merged report,
expanding the columns which are necessary gives the Run
rate by sub-account and servicesreport.Piechartsareadded
to give flexibility to the user who views the report to have a
quick review for run-rate by sub-account and run rate by
services.
4.3.5 Sri Biz report
The credit data from SAP Cockpit is merged with
Sub-account owner data by using the primary key that is
sub-account which is available in both the data. Thismerged
data is again merged with the budget data that contains the
budget which is available in the latest merged report,
expanding the columns whicharenecessarygivestheSRIBiz
report.
4.3.6 CPEA Platform Usage vs Contractual Rights report
The report Monthly Budget and Usage View report
provides data for CPEA PlatformUsagevsContractual Rights
report by giving the information of total usage of different
budgets of different completed months[14].
Month of new budget purchase: Month of new budget
purchase is the month in which the purchased contract
amount will be consumed completely prior to the contract
end date, this can happenduetoOverconsumptionofcredits
by the sub-accounts[10].
Month of expiry: Month of expiry is the month in which the
purchased contract amount will be left over by the end of
contract, this can happen due to less consumption of credits
by the sub-accounts. The expired amount can not be utilized
after contract end date by the sub-account owner and the IT
Sector will be paid back the same. Usually Month of expiry is
the end of contract date[15].
This information is then processed and the average
usage of the completed months is then forecasted[16] into
future months .If the running total exceeds the contract
amount a warning symbol is shown in the report, indicating
to go for new budget purchase.
5. DATA SYNCHRONIZATION
The data in the Power Bi should be synchronized
with the original data in SAP cockpit. The data refreshment
takes place once in a month. The updated data file is
exported to the SharePoint site by renaming it with the
previous data file name. Acterys Power Sync tool for
synchronizing Power Bi tables with SQL Server. The tool
offers easy functions for planning, write back andintegration
of data and storage. With the Acterys data synchronization
tool, can synchronize any Power Bi model, service or data
flow with relational databases such as MySQL or SQLServer,
both in the cloud and on premises[17].
E. Publication of Report The reports created in Power Bi
Desktop Application will be published to Vendor
Management Reporting page in the Power Bi Web. The
Vendor Management Reporting page is a premium
workspace page which requires access from the HPE Global
IT to access it and to publish in it.
6. DATA REFRESHMENT
The data in the Dashboard needs to refreshed once
in a month for having the updated information in the
dashboard.Sincepremium workspacecontainslimitedspace
to refresh, the refreshment of the dashboard is planned so
that the premium workspace is utilized efficiently. The
Dashboard is scheduled to refreshonceina monthaccording
to the requirement of the project. SQL server is utilized in
this project for databaseconnection. Agatewayconnectionis
needed to perform the refreshment of the dashboard. SQL
database Gateway connection is utilized for performing
refreshment on the Dashboard
3. CONCLUSIONS
Reports are created by using the tools available in
the Power Bi and hence creating the Dashboard.
Synchronizing the Dashboard gives the modified content in
the Dashboard if there are any updates. Synchronization
happens whilesperformingscheduledrefreshmentswhichis
fully automatic. Reports created in Power Bi Desktop
Application are published in the Power Bi browser, to make
the Dashboard available to view by the specific employees
who got access to view.
The usage data of the future months can beupdated
in the Dashboard by scheduling refresh once in
month(according totherequirement).GainingOwner-shipof
the Dashboard will allow the Power Bi pro License Users to
make updates or Advancements in the Dashboard with new
constraints. As far as India is concerned, more than 1000
companies are using it as a top product in data visualization
and will continue to do so in the near future[18].

ACKNOWLEDGEMENT
The authors thank Somesh Nandi for the collaboration of
preparing this paper and also Hewlett Packard Enterprise
(HPE) Global IT for providing opportunity to work in this
area.
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