Information Security and Data Protection course reporting instructions

Accessing your Information Security and Data Protection training data report using Power BI and Excel

This guide explains how to access compliance data for the Information Security and Data Protection course using Power BI.

After accessing and filtering the data, you can either use the Mandatory Training Action Summary report (recommended) or continue with the full Compliance Report.

If you plan to send reminder emails, you will need to export the data to Excel, regardless of the reporting route you choose.

Report types
There are three types of Compliance Report available: General, Enhanced, and Training Provider. Make sure you know which report you have access to.

Using the instructions
The early steps in this guide apply to all report types. Later steps vary depending on whether you are using the Mandatory Training Action Summary or continuing with the full Compliance Report.

If someone appears to be missing from the report

Compliance reports use CUD as the main source of people data. If key details (most commonly an HR staff number) are missing or incomplete in CUD, records cannot be linked. This means someone may not appear in the report even if they have completed the course.

1. Request access to Compliance Reports

   • Start the service request using the red button on this page.

   • Complete the request for Self‑Service Compliance Training Data Reports, requesting the General Compliance Report.

   • Await approval - the authoriser will be notified, but you might need to nudge them if you haven't heard anything after 2 weeks.

   • Once approved, you will receive a fulfilment email with a link to Power BI.

   • Follow detailed instructions for step one.

2. Access Power BI via a web browser and open the Compliance General App

   • Log in to Office365 using your SSO.

   • Open Power BI from the app launcher.

   • Select the Training – CGS (or CGE) Compliance General app.

   • Follow detailed instructions for step two.

   Choose how you want to continue

   Option A: Use the Mandatory Training Action Summary (recommended)

   This report provides an action‑focused view of compliance and avoids the need to export and analyse data in Excel in most cases.

   If you plan to send reminder emails, you can export the results to Excel.

   Follow the Mandatory Training Action Summary guide to continue.

   Option B: Continue with the full Compliance Report

   Choose this option if you want to export the data and carry out your own analysis in Excel.

3. Filter data in Power BI

   • Open the CGS or CGE Compliance Training Data app depending on your access.

   • Apply filters to focus on current Information Security and Data Protection courses.

   • Exclude staff who have left the University and save a bookmark for future reference.

   • Follow detailed instructions for step three.

4. Review completion data in Power BI or export to Excel

   • Use the Mandatory Training Action Summary tab to review training status.

   • Status shows whether training is in date, due soon, or expired.

   • Export to Excel if you need to carry out further analysis or send emails.

   • Follow detailed instructions for step four.

5. Prepare and analyse data in Excel

   • Build a data table.

   • Add calculated columns to support analysis.

   • Follow detailed instructions for step five.

6. Send out reminder emails

   • Use the table to identify people who need to complete or refresh training.

   • Follow detailed instructions for step six.

7. Optional analysis: Calculate % completion by department or division

   • Replace Email Address with Department Name.

   • Convert counts to percentages.

   • Add totals and tidy the layout.

   • Follow detailed instructions for step seven.