SOP for PowerBI Data Updates

Standard Operating Procedure for PowerBI Data Updates

1. Log into OneDrive to retrieve the PowerBI folder

   • Note the files ending in “PowerBISource”

   • Folder link to be provided prior to task being assigned

2. Log into B2Gnow

3. Click on Reporting

   • Full List > Contracts

   • Download “All Payments Detail”

     • Click on the link “All Payments Detail”

     • Enter Start Date as the first day of the current fiscal year

     • Enter End Date as today’s date

     • Click “View Report”

     • Click the export dropdown menu

     • Choose to save as a excel file

   • Download “Contracts with goals and no subcontractors”

     • Click on the link “Contracts with goals and no subcontractors”

     • Click the export dropdown menu

     • Choose to save as a excel file

   • Download “Ethnicity and Gender Summary - Subcontractor”

     • Click on the link “Ethnicity and Gender Summary - Subcontractor”

     • Click the export dropdown menu

     • Choose to save as a excel file

   • Scroll down to Data

   • Download “Contracts Data Dump”.

     • Select “All” for Contract Status

     • Enter Start Date as 1/1/1900

     • Enter End Date as today’s date

     • Click “View Report”

     • Click the export dropdown menu

     • Choose to save as a excel file

4. Log into Outlook

   • Look for email with the updated attachment “LIS Contract Substantial Completion Report”

     • Save as “CC-LIS Contract Substantial Completion ReportPowerBISource.xlsx”

5. Replace the old files in the PowerBI folder with the new corresponding files

   • Save “All Payments Detail” as “AllPaymentsDetail PowerBISource.xlsx”

   • Save “Contracts with goals and no subcontractors” as “ContractsWithGoalsAndNoSubcontractorsPowerBISource.xlsx”

   • Save “Ethnicity and Gender Summary - Subcontractor” as “EthnicityGenderSummarySubcontractorsOnlyPowerBISource.xlsx”

   • Save “Contracts Data Dump” as “Data_Dump_ContractPowerBI source.xlsx”

   • Save “LIS Contract Substantial Completion Report” as “CC-LIS Contract Substantial Completion ReportPowerBISource.xlsx”

6. Open the PowerBI report

7. Home > Queries > Refresh

   • If you run into an error it is most likely because a column name changed, check the file and make sure it matches with the template

8. Check if files are updated correctly

   • Open B2GNow and make sure it is on the home page

   • If Contract Summary is not on your dashboard, press “Personalize”

     • Check off “Contract Summary” and change Data to “To Organization”

     • Press “Add to Dashboard”

   • Open PowerBI B2G Report

   • If these numbers match up, the files were updated correctly

9. Home > Share > Publish