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Power BI Public Dashboard Checklist

This process applies to:

  • New public dashboards or existing public dashboards where new data elements have been added.
  • Examples include:
    • Converting PDF files into dashboards.
    • Adding new columns of data to an existing dashboard.

This process does not apply to:

  • Simple data refreshes (e.g., adding a new year of data without introducing new columns).
    In these cases, the Creator may publish the content directly to the university’s public site.

Process

  1. Create a ServiceNow ticket for each dashboard.
  2. Select Add or Update a Public Dashboard for Request Type.
  3. Once the dashboard is shared with OTDI’s Data Visualization team, the following items will be reviewed:
  • Data Governance works with Data Steward to determine classification (S1-S4).
  • Data Governance aims to review and classify work in 1 week. To speed up the process, add the data steward to the permissions for the workbook. If you are unsure of the data steward, please indicate that on the ticket. If the data classification process exceeds two-weeks, email DataGovernance@osu.edu.
  • If classification is determined to be acceptable for public consumption, the ticket will be re-rerouted to the Data Visualization team. 

  • In submitting a dashboard for public use, the Creator and their unit acknowledge:

    • Data is accurate.
    • Data is suitable for public consumption (S1).

    • The dashboard has been screened for accessibility. Creators may work with unit accessibility coordinators to screen. Microsoft provides documentation around creating accessible dashboards.

       

      Critical Note: If dashboards are not accessible, Creators will need to seek their own exceptions for the dashboard. They should pursue this with their accessibility coordinators.

    • Raw data download is disabled; users should be able to download summary data.
    • The name.# of a contact is listed if someone would like to request the data in an alternative format or has questions. The email address listed should never be data-visualization@osu.edu.
    • Dashboards follow Ohio State brand guidelines. 

     

Roles in publishing public dashboards

Roles of OTDI Data Visualization team

For the purposes of authorizing workbooks, enforcing standards, and maintaining organization of the Power BI Service, OTDI’s Data Visualization team must approve all workbooks for public consumption.

Role of Data Governance & Data Stewards

After a ticket is created, it is assigned to OTDI’s Data Governance team. The Data Governance team will work with Data Stewards to review the appropriate data classification for each workbook prior to publication. If you notice a workbook has not been reviewed in a timely manner, please reach out to DataGovernance@osu.edu.

Data Governance will work with the developer(s) around metadata. 

FAQs

What does “public” mean?

Public dashboards are truly public – meaning anyone with the URL may access the dashboard. Public dashboards should contain S1 data. You may use the IDP Calculator to determine the data classification before submitting a ticket.