This document provides an overview and instructions for using Power BI reports related to Perkins V data. It discusses how to log into Power BI, access the Perkins V app, navigate various reports, modify parameters and filters, export/print reports, and where to find resources and support. Phase 2 development may include additional report types breaking data down by demographics. Users should contact Katie Vaccari with any questions.

1. June 2020
Power BI Training
Perkins V

2. 2
Power BI Topics
– Logging Into Power BI
• From SharePoint (if already logged in)
• From Office 365
– Getting App
– Welcome Page
– Reviewing Perkins V Reports
– Modifying Parameters, Sort Order
– Multiple Pages, Hiding Navigation, Page Sizing
– Exporting/Printing
– Error Messages
– Getting Access
– Currently Available Reports/ Phase 2 Reports
– Resources
– Q & A

3. 3
Power BI if Already Logged Into
SharePoint
If you are already logged into
SharePoint, click the icon in the
upper left corner to see all the
“Apps” available.
Example of “Apps” available after
selecting the icon. You can also click
on “Office 365,” which will also bring
you to the “Apps” available. Click on
PBI.

4. 4
Power BI Logging In (if not already
logged into SharePoint)
Login Link to Microsoft Office 365:
– http://portal.office.com/
Select or enter YOUR StarID Account

5. 5
Power BI Logging In
Enter your StarID Password

6. 6
Power BI Logging In
Select “Yes” if you wish to
continue to be logged in

7. 7
Power BI Getting App Select “Power BI”

8. 8
Power BI Getting App
Select “APPS”

9. 9
Power BI Getting App Select “Get apps”

10. 10
Power BI Getting App
Select “Get it Now”
Select “My Organization”

11. 11
Power BI Getting App
“Click on App to open”

12. 12
Power BI Perkins V Reporting
The data will load
upon opening –
please be patient
until it is finished
“Loading”
Please read the “Data
Privacy Statement”
and review the
“Reporting Structure
and Definitions”

13. 13
Power BI Reviewing Reports
Select the report in
the navigation
section. Each time
you select a report,
the data will load.
Please be patient.

14. 14
Power BI Modifying Parameters
Select the “down
arrow” to choose a
different option.
Select the “down arrow” and
“Select All” to “uncheck all”
options and individually
select items.
Select “View Report” to see
data based on your
selections.

15. 15
Power BI Modifying Parameters
Select the “down
arrow” to choose a
different option.
Select the “down arrow” and
“Select All” to “uncheck all”
options and individually
select items.
Select “View Report” to see
data based on your
selections.

16. 16
Power BI Show & Hide Parameters
Click on “Parameters” to hide them .
This allows you to see more of the
report. Click on it again to restore.

17. 17
Power BI Interactive Sorting
Select the “Arrow” to modify sort order,
ascending or descending. Can only sort
one column at a time.
The direction of the “Arrow”
will change as selections are
made.

18. 18
Power BI Multiple Pages
Select the “Page” indicators, left, right,
if multiple pages are available.

19. 19
Power BI Hide Navigation
Select the “Double Angle Bracket” to
hide the left hand navigation.
Select the “Double Angle Bracket” again
to show the left hand navigation.

20. 20
Power BI Page Sizing
“Expand the page” – select the double arrow
“Restore the page” – select the double arrow at
the bottom of the page or select the “ESC” key
on your keyboard

21. 21
Power BI Exporting
Select the “Export” drop down and
make a selectin from the list of options.

22. 22
Power BI Printing
Select the “File” drop down to “Print” a
“PDF” copy of the page being reviewed.
Select the drop down next to “Save as
PDF” and choose “See More” and select
your printer.”

23. 23
Power BI Printing - Embed
Select the “File” drop down to “Embed” a copy
of the report into a website or portal (this option
requires developer/owner security and likely will
not be available to campus customers.)

24. 24
Power BI Printing – Generate Link
Select the “File” drop down to
“Generate a Link” to the current report
reviewed. Provided the person you send
it to has access, it should open for them.
If the person receiving the file has a PBI
account, they will be asked to log in. If
they do not have access to the App,
they will receive a message to “Request
Access.” The owner of the App is the
only person that can grant access.

25. 25
Power BI Go Back
At the bottom of the navigation, you will
notice a “Go Back” button. This will take
you back to your Apps.

26. 26
Power BI Error Message
If you see this error
message, just close it
and the data should
appear. If you select
one report at the
same time as another,
this message may pop
up. Please be patient!

27. 27
Power BI Time Out Message
If your session expired, just refresh the page by selecting the refresh button
typically found in front of the web address.

28. 28
Power BI Getting Access to the App
– Who has access to the Perkins V App? Initially, access has
only been given to consortia coordinators or other support
staff who were previously designated.
– How do I request access to the Perkins V App? (we need
this process from Nikki documented)

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Perkins V Currently Available Reports
– Basic single reporting year/cohort reports: Participant
enrollment, Concentrator enrollment and Core
Indicator performance
– Indicator Performance Reports by CIP Code
– Indicator Performance Reports by Cluster
– Concentrator Enrollment and individual Indicator
Performance Trend Reports (based on historical
cohorts only); ability to drill down to demographic and
special population performance

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Perkins V Possible Reports in Phase 2
– Concentrator Enrollment by CIP Code by
demographic/special population
– Indicator Performance by CIP Code by
demographic/special population
– “Gap Analysis” report
– Participant trend report (historical cohorts)
– “Perkins V” trend reports (baseline through grant year 4);
will be populated as we move forward
– Add a Student of Color/Not Student of Color drilldown
option for all reports that have a drilldown selection

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Power BI & Perkins V Resources
– Microsoft Office 365
– Perkins Consortia Resources
• Includes link to Perkins V Operational Handbook
• Includes link to Perkins V Accountability
• Includes link to PowerPoint Presentation
– Minnesota State IT Service Desk
– Perkins V accountability questions
• Contact Katie (Katie.Vaccari@minnstate.edu)

32. 32
Questions?
Thank you!

Contact Katie Vaccari if you have questions
(Katie.Vaccari@minnstate.edu)