Business Case Power BI

IT Governance Business Case Power BI Department Sponsor: Technology Solutions

Background on the City’s Business Intelligence Software • There is currently a centralized solution for reports (SSRS). For data analytics and visualizations, most users are simply using Excel.

• There is no centralized solution for business intelligence software that has advanced reporting, advanced data analytics capacity, and fully interactive visualizations.

• Microsoft is likely to pull back support for SSRS in favor of Power BI in the coming years.

• Several departments are currently using the Power BI desktop tool, including TS, BMS, HR, and Finance for analytics and visualization purposes.

Current Pain Points in SSRS Functionality: • • • •

Reports have minimal visual interactivity so the information conveyed is severely limited.

Without a true BI solution, the City’s analytical capacities are also severely limited.

Conducting analysis of data from multiple platforms is often overly burdensome and redundant.

Making reports and dashboards publically available is resource-intensive, inefficient, and comes with security risks.

Capacity: • •

Without an easy-to-learn analytics tool, many departments have not developed in-house capacity to conduct data analysis.

Without a single standard, TS supporting departments to use and analyze data becomes a significant challenge.

Collaboration: •

Inter-departmental and intra-departmental collaboration on a single report or dashboard is not possible.

Project Objectives Four Major Objectives: • To build the City’s capacity to fully leverage the data it already owns • To empower analysts with a Business Intelligence standard that features full analytical and visual capabilities • To encourage departments to use and collaborate on reports with a powerful, easy-to-learn tool • To enhance departments’ ability to make well-informed, data-driven decisions

Future State Our future state is one in which a single business intelligence software standard offers departments the ability to generate live reports, develop interactive visualizations, and conduct sophisticated data analysis. The solution will also be able to make reports and dashboards publically available, where appropriate.

This will enable the City to receive the highest value from its data.

And, critically, this aligns with the City's Innovative & High Performing Organization strategic goal.

Future State Benefits • CONNECT TO AND CONNECT DATA from multiple platforms • BUILD reports, dashboards, and visualizations easily • SHARE reports, dashboards, and visualizations across the City • ANALYZE data critical to the City’s departments and residents • STANDARDIZE the City’s business intelligence templates and practices.

• FULLY LEVERAGE THE VALUE of the City’s existing databases.

GARTNER MAGIC QUADRANT FOR ANALYTICS & BUSINESS INTELLIGENCE PLATFORMS – FOR 12 CONSECUTIVE YEARS

Solution Options & Analysis

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Options Considered 1A. Fund 200 Power BI licenses.

1B. Fund an Enterprise-wide Power BI license.

2. Fund 200 Tableau licenses.

10

Options #1A and #1B: Power BI Description

Pros

Cons

Power BI is Microsoft’s Business Intelligence solution.

• • • • • •

Includes an advanced analytical language (DAX) Easy to learn with an intuitive interface Aligns with the City’s current Microsoft systems & can be supported in-house Integrates easily across database types Already adopted by several City and County departments Cost effective

•

Visualizations (without customizations) are not as aesthetically pleasing as Tableau’s

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Option 1A: 200 Licenses COST ESTIMATES Description

FUNDING

Total One Year Costs (Hours)

Run Costs (Hours)/ KTLO

Departmental Funding Amount:

$0

Labor $ (Hours) Internal TS:

171 hours

18 hours

0 hours

0 hours

TS Services

171 hours

18 hours

TS Project Management:

72 hours

0 hours

Business Analysis

External:

$0 (0 hours)

$0 (0 hours)

Business Analysis

$0 (0 hours)

$0 (0 hours)

Professional Services

$0 (0 hours)

$0 (0 hours)

$0

$0

$19,861.70

$19,861.70

$0

$0

Funding Requested (Y/N):

Yes

Project One Time Costs

$19,861.70

Project Run Cost (External)

$19,861.70

*Total Project Funding Requested for 200 Users

$19,861.70

*Recurring Costs

$19,861.70

Non-Labor $ Hardware: Software: Other:

*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor

12

Option 1B: Enterprise-wide License COST ESTIMATES Description

FUNDING

Total One Year Costs (Hours)

Run Costs (Hours)/ KTLO

Departmental Funding Amount:

$0

Labor $ (Hours) Internal TS:

173 hours

18 hours

0 hours

0 hours

TS Services

173 hours

18 hours

TS Project Management:

72 hours

0 hours

Business Analysis

External:

$0 (0 hours)

$0 (0 hours)

Business Analysis

$0 (0 hours)

$0 (0 hours)

Professional Services

$0 (0 hours)

$0 (0 hours)

$0

$0

$158,893.60

$158,893.60

$0

$0

Funding Requested (Y/N):

Yes

Project One Time Costs

$158,893.60

Project Run Cost (External)

$158,893.60

*Total Project Funding Requested for the Enterprise

$158,893.60

*Recurring Costs

$158,893.60

Non-Labor $ Hardware: Software: Other:

*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor

13

Option #2: Tableau Description

Tableau is a popular business intelligence software that was originally created as a visualization tool.

Pros

• • •

Beautiful visualizations Brand name appeal Can integrate with multiple database types

Cons

• • • • • • •

Less powerful analysis language (VizQL) Not very user friendly No true relational data modeling Data transformation can be labor intensive Does not automatically record transformation steps Time intensive to deploy In-house support needs to be developed

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Option 2: 200 Users COST ESTIMATES Description

FUNDING

Total One Year Costs (Hours)

Run Costs (Hours)/ KTLO

Departmental Funding Amount:

$0

Labor $ (Hours) Internal TS:

171 hours

18 hours

0 hours

0 hours

TS Services

171 hours

18 hours

TS Project Management:

72 hours

0 hours

Business Analysis

External:

$0 (0 hours)

$0 (0 hours)

Business Analysis

$0 (0 hours)

$0 (0 hours)

Professional Services

$0 (0 hours)

$0 (0 hours)

$0

$0

$180,600

$180,600

$0

$0

Funding Requested (Y/N):

Yes

Project One Time Costs

$180,600

Project Run Cost (External)

$180,600

*Total Project Funding Requested

$180,600

*Recurring Costs

$180,600

Non-Labor $ Hardware: Software: Other:

*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor

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Cyber Security Risk Assessment SECURITY OBJECTIVE CATEGORY

Confidentiality

POTENTIAL IMPACT LOW

Unauthorized disclosure of information = limited adverse effect on organizational operations, organizational assets, or individuals.

National Institute of Standards and Technology (NIST) Special Publication 800-60, Volume 2, Rev. 1

Integrity

Unauthorized modification or destruction of information = limited adverse effect on organizational operations, organizational assets, or individuals.

Availability

Disruption of access to or use of information or an information system = limited adverse effect on organizational operations, organizational assets, or individuals.

The information type identified for Power BI is General Purpose Data and Statistics Information Type, with the following security categorization recommendation: Final Security Categorization = Confidentiality: Low; Integrity: Low; Availability: Low 16

Risk: Are there proper resources for on-going administration and operation of new the new BI Standard?

Risk Management Plan: The Technology Solutions Department will mitigate this risk by utilizing the experience of and qualified employees to ensure KTLO needs and questions are met.

1)

Utilizing experienced and qualified employees •

Jon Stinson, Web Division Manager (Power BI Certified)

•

Ralph Mercurio, SharePoint Architect

•

Anise Vance, Open Data Program Manager

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Risk: Is Power BI in production elsewhere?

Risk Management Plan: Confirm with other municipalities and organizations that Power BI is currently in production 1)

San Francisco, California •

Conducts a Power BI training program for City and County of San Francisco staff to explore, refine and enhance skills in data use, data management and process improvement.

2)

Miami-Dade County, Florida •

Utilizes Power BI’s data visualization tools to help to rebuild their sewer system infrastructure and meet the EPA’s requirements.

3)

Corona, California •

Utilizes Power BI to drive business intelligence and enable better collaboration whenever and wherever people need it.

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Summary & Recommendation

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Analysis Summary

Options

Visual interactivity

Power BI – Desired Business Value Analysis Criteria Reports can be Alignment with Collaboration Advanced data Microsoft products made publically capacity analysis & internal users accessible

Cost

1. Power BI

$

2. Tableau

$$$

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Recommendation Option 1A: Make Power BI the Enterprise Standard for report writing and dashboards

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Our Ask

We are asking for approval of the Business Case and to recommend funding for 200 Power BI licenses and make this platform a City Standard for Business Intelligence reporting.

Project Planning

Implementation Overview

Project Timeline

Implementation Overview •

March 2019: • Gain Approval from Steering Committee​ • Begin ongoing training

•

April-June 2019 • Develop detailed deployment plan and reach out to departments (TS’ PMO Office)

•

July 2019: • Move forward with purchase of Pro licenses for 100 users

•

August 2019: • Licenses will be distributed to departments

•

September 2019: • Power BI becomes fully operational for 100 users

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Project Timeline

xxx 2018

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