Strengthening Power BI Governance for a Large Public Sector Organisation

How a Public Sector Organisation Strengthened Governance and Data Security Through API-Driven Insights

Introduction

A large public sector organisation was facing challenges with its rapidly expanding Power BI environment. Reports proliferated without centralized oversight, risking data quality and security. Analytics in Action stepped in to set up an integrated monitoring solution that empowered the organisation’s staff to regain control.

Problem Statement

The organisation struggled with several issues:

• Fragmented Reporting: Multiple teams generated numerous Power BI reports without a unified catalog, leading to duplication and confusion.
• Data Security & Compliance Risks: Sensitive information was dispersed across decentralized workspaces, making it difficult to enforce consistent security controls.
• Inefficient Content Lifecycle Management: Outdated or redundant reports cluttered the system, with no effective way to identify and archive unused content.
• Limited Visibility: Default admin tools did not provide actionable insights into report usage or the overall health of the environment.

Solution Implemented

We designed and implemented a comprehensive monitoring and governance solution that included:

• API-Driven Data Collection: We configured API calls using Power BI’s Activity Events API, Scanner API, and Tenant Settings API. This setup extracted detailed insights on report creation, usage, permissions, and tenant configuration.
• Fabric Lakehouse Integration: The extracted data was stored in a Microsoft Fabric Lakehouse, creating a centralized repository for ongoing analysis.
• Master Catalog Power BI Report: We developed a custom Power BI report that acted as the master catalog for the organisation’s Power BI environment. It combined activity events and inventory data to provide real-time insights into report usage, content lifecycle status, and potential compliance risks.
• Actionable Insights for Implementation: The master catalog enabled the internal team to identify key areas for improvement, such as consolidating duplicate reports, securing sensitive content, and setting up automated alerts for non-compliant configurations.

Implementation Roadmap

The solution was implemented in the following phases:

1. Initial Setup & Quick Wins: Our consultancy configured the API integrations and established the Fabric Lakehouse. Immediate adjustments tightened tenant settings and addressed critical security gaps.
2. Audit & Master Catalog Creation: A thorough inventory of all workspaces, reports, and datasets was conducted. The resulting data was used to build the master catalog report, which highlighted areas with excessive administrative rights, redundant content, and usage anomalies.
3. Stakeholder Engagement & Training: Key users were trained to interpret the report’s insights. A cross-departmental governance committee was formed to champion the new practices and guide the remediation process.
4. Full Implementation: The internal team leveraged the report to streamline workspaces, archive outdated reports, and enforce role-based access controls. Continuous monitoring was established to ensure ongoing compliance and support future improvements.

Results & Impact

The implemented solution delivered significant benefits:

• Enhanced Visibility: The master catalog provided a clear, consolidated view of the entire Power BI environment, enabling proactive management.
• Improved Security & Compliance: Tighter tenant settings and role-based access controls reduced the risk of unauthorized access and data leakage.
• Streamlined Reporting Environment: The identification and archiving of redundant or outdated content resulted in a cleaner, more efficient analytics ecosystem.
• Empowered Internal Team: With actionable insights at their fingertips, the organisation’s staff were able to implement governance improvements quickly and sustainably.

Conclusion

By integrating API-driven monitoring with a Fabric Lakehouse and a master catalog Power BI report, our consultancy enabled the organisation to transform its Power BI environment. The solution not only mitigated risks and improved data security but also established a scalable model for ongoing content lifecycle management. This case study serves as a blueprint for other public sector organisations seeking to harness the full potential of self-service analytics while maintaining robust governance.