The Power BI - Certificate report

Overview and purpose

The Certificate Report is a comprehensive tool designed to manage and monitor certifications and compliance within an organization. It encompasses a range of detailed views, including an Overview that summarizes key certification metrics, Certificate Status that displays the validity and expiration of certifications by course and department, and individualized sections such as User and Department which provide granular insights into certification statuses across different organizational units. Additionally, the Course view offers a course-specific breakdown of certification compliance, while the Data Table presents a detailed, filterable database of all certifications. Each section is tailored to facilitate effective monitoring, proactive management, and strategic planning to ensure that all staff members maintain the necessary qualifications and compliance with regulatory standards.

 

Report structure

Overview

The report consists of several visualizations (charts and graphs), which you can interact with to explore specific data sets. Key components include filters and slicers on the left side of the report, allowing you to customize the data display.

 

Filters and slicers

Filters and slicers allow you to view only the data you're interested in. They are consistent across most pages, so you can apply the same filters as you navigate through different sections of the report.

 

How to apply filters

  • Single-Select Filters: Indicated by circular radio buttons, allowing you to select one option.
  • Multi-Select Filters: Indicated by square buttons. Hold Ctrl (or Cmd on Mac) to select multiple options.
  • Mandatory and Optional Filters: Mandatory filters are labeled with "Select" and must be set to display data. Optional filters are labeled with "Filter."

 

Common filters across all pages

  • Filter Catalog(s): Choose catalogs to only see data related to selected catalogs.
  • Select a Training: Mandatory selection needed to display data; focuses the analysis on a specific training.
  • Status Filters (Required, Registration, Completion): Break down data by various statuses to update visualizations dynamically and highlight areas of interest.

 

NOTE   

The availability and content of data in the filters may vary by page depending on the data provided. For example, the completion status filter might show "Completed," "In Progress," and "Not Started" on one page, but only "Completed" and "In Progress" on another if no learners are in the "Not Started" category.

 

Instructions for use

This report includes various charts and graphs that help you understand the data through visual representations. You can interact with visuals in a couple of different ways.

  • Viewing Details- Simply move your mouse over any part of a chart or graph. A small box will appear, showing you more specific information, like numbers or percentages, related to the part you are hovering over.
  • Drilling Down- If you want to see more detailed data about a particular section of a chart, such as a slice of a pie chart or a bar in a bar graph, just click on it. This action will "drill down," which means it will open more detailed information about that section and change the data displayed on the entire page based on your selection.

 

Certificate Report splash page

 

 

Overview

The Splash Page serves as the welcoming interface for the Zensai Certificates Report, providing users with an initial overview and essential tips for navigating and utilizing the report effectively. This page is crucial for setting the context and ensuring users understand the report’s capabilities and best practices before diving into detailed data analysis.

 

Navigating to report sections

Click on any of the buttons to navigate to the specific reports. Each button is clearly labeled according to the section it leads to, making it easy to move through the report seamlessly.

 

NOTE   

If you are using Power Bi Desktop clicking buttons requires you to hold Ctrl (or Cmd on Mac) and click the button.

 

  • Overview. Offers a general summary of certification statuses across the organization, highlighting key metrics and overall compliance.
  • Certificate Status. Displays detailed visualizations of the validity, expiration, and renewal status of certifications by course and department.
  • User. Focuses on individual users' certification statuses, detailing their valid, expiring, and expired certificates.
  • Department. Provides a departmental breakdown of certifications, showcasing compliance levels and certification needs within specific organizational units.
  • Course. Highlights certification statuses related to specific courses, aiding in tracking compliance and identifying courses with high expiration rates.
  • Data Table. Features a comprehensive, filterable table of detailed certificate information across the organization, enabling precise tracking and management of certifications.

 

Overview page

 

 

Overview

This page provides a comprehensive snapshot of the status of various certifications within the organization, categorized into valid, expiring, and expired certificates. It is designed to help stakeholders quickly assess the current certification landscape, ensuring that all employees' qualifications are up-to-date and identifying areas where re-certification may be required soon.

 

How it works

The Certificate Status Page aggregates data from the organization’s learning management system to track and display the status of all issued certificates. This data is updated in real-time and is segmented by learners, departments, and courses, allowing for a detailed view of certification statuses across the organization.

 

Visualizations and insights

Visualizations

KPI Indicators:

  • Valid Certificates. Displays the total number of currently valid certificates.
  • Expiring Certificates. Shows certificates that are nearing their expiration date.
  • Expired Certificates. Lists all certificates that have already expired.

 

Detailed Breakdowns:

  • By Learner: Provides a bar graph for each certificate status category, showing the number of certificates per learner.
  • By Department: Offers insights into how many certificates are valid, expiring, or expired within each department.
  • By Course: Details which courses have the most valid, expiring, and expired certificates.

 

Insights

Validity Tracking. Helps in monitoring which certificates are still valid, allowing organizations to ensure compliance with industry standards and regulations.

Proactive Re-certification. Identifies certificates that are about to expire, prompting timely recertification actions to avoid lapses in qualifications.

Expired Certificate Overview. Highlights areas where certificates have already expired, which might indicate a need for immediate attention to maintain operational standards and legal compliance.

Department and Course Analysis. By reviewing certification status by department and course, stakeholders can pinpoint specific areas or groups that may need additional training resources or targeted interventions.

This page serves as a crucial tool for managing the certification lifecycle effectively within the organization, ensuring that all personnel are adequately certified for their roles and responsibilities.

 

Certificate Status page

 

 

Overview

The Certificate Status page offers a detailed visualization of the current status of certifications across the organization, categorized into valid, expiring, and expired. This comprehensive view helps ensure compliance with regulatory and organizational standards by monitoring the life cycle of issued certificates.

 

How it works

This page compiles and displays data on the status of all certifications through dynamic visualizations that include overall key performance indicators (KPIs), breakdowns by certificate status, departmental distribution, and detailed lists of learners with their certification status. The system automatically updates this data to reflect current and accurate certificate statuses.

 

Visualizations and insights

Visualizations

KPIs Overview. Displays the total number of certificates, along with how many are currently valid, expiring soon, or have expired.

Certificates by Status. A pie chart shows the proportion of valid, expired, and expiring certificates, providing a quick visual reference of overall certificate health.

Expired Certificates Analysis. A line graph details the number of days certificates have been expired, helping to identify how long certificates have been out of compliance. Another visualization shows the number of days until certificates are set to expire, allowing for proactive renewal processes.

Certificate Status by Course. A bar chart shows the certification status for each course, indicating which courses have the highest compliance or risk levels.

Certificates by Department. Visual representations indicate the distribution of valid certifications across different departments, highlighting departments that may require focus for compliance training.

List of Learners. A detailed table lists all learners with their respective courses and certificate statuses, offering a granular view of individual compliance.

 

Insights

  • Compliance Tracking: Enables organizations to maintain high standards of compliance by monitoring certification statuses and ensuring all necessary personnel are certified as required.
  • Proactive Renewal Initiatives: Highlights certificates nearing expiration to allow timely renewal, thereby minimizing risk and maintaining continuous compliance.
  • Targeted Training Interventions: Identifies departments or courses with higher rates of expired or expiring certificates, which can help in directing training resources more effectively.
  • Individual Accountability: The detailed list of learners provides transparency and allows for individual follow-up to ensure personal compliance with certification requirements.

By providing a clear, organized view of certificate statuses, the Certificate Status page is an essential tool for managing certifications within the organization, ensuring compliance, and facilitating timely renewal and training efforts.

 

User View page

 

 

Overview

The User View page focuses on individual user profiles, detailing the certification status for selected employees within the organization. This page provides a personalized snapshot of each user’s valid, expiring, and expired certificates, aiding in precise management and compliance tracking.

 

How it works

This section enables the selection of a user to display their certification details, including the number of valid, expiring, and expired certificates. It aggregates data specific to the chosen user, presenting it in an organized format that includes a timeline of certificates issued over the last year and a detailed list of all certificates along with their statuses.

 

Visualizations and insights

Visualizations

Certificate Counts. Displays the current count of valid, expiring, and expired certificates for the selected user.

Certificates Issued By Month. A bar graph shows the number of certificates issued to the selected user across the last 365 days, providing insights into the user’s training activity over the year.

Certificate Status by Selected Learner. A color-coded bar chart categorizes each certificate held by the user as valid, expiring, or expired, giving a quick visual reference of their certification status.

Certificate Details Table. A comprehensive table lists each course the user has taken, along with details such as the catalog name, course, issuance, expiration dates, and the number of days to or since expiration.

 

Insights

  • Individual Compliance Monitoring. Helps managers and compliance officers ensure that each employee maintains the necessary qualifications for their role, highlighting any immediate certification needs or compliance issues.
  • Training Needs Assessment. Identifies training and re-certification requirements for individual employees by showing upcoming expirations and gaps in certifications.
  • Historical Data Review. Offers a historical view of the user’s training activities, which can be useful for performance reviews, audits, and planning future training initiatives.
  • Proactive Certification Management. The detailed expiration information allows managers to proactively arrange for re-certification, minimizing the risk of having unqualified personnel due to expired certifications.

This User View page is a vital tool for HR departments and managers, allowing them to maintain a clear and actionable overview of individual employees’ certification statuses, ensuring compliance and supporting professional development within the organization.

 

Department View page

 

 

Overview

The Department View page provides a comprehensive look at the certification status within a selected department, showcasing the number of valid, expiring, and expired certificates by course. This targeted overview allows department managers and HR personnel to monitor certification compliance, identify training needs, and ensure that all team members meet the necessary professional standards.

 

How it works

This page lists detailed records of each cancellation initiated by learners, displaying user-specific information such This section allows users to select a specific department and filter the displayed information by various courses offered within the department. It displays detailed data on the certification status of all members within the department, including a breakdown of certificate statuses by course and a complete list of issued certificates over the last year.

 

Visualizations and insights

Visualizations

Certificate Status by Course. A bar chart categorizes certificates within the selected department as valid, expiring, or expired, providing a quick visual assessment of training compliance and needs.

Certificates Issued by Month. A line graph showing the monthly distribution of issued certificates over the last year, highlighting training activities and compliance trends.

Certificates Details Table. Presents a detailed list of certificates, including information such as catalog, user, course, issue date, expiration date, days to expiration, and current status.

 

Insights

  • Compliance Monitoring: Enables department heads to ensure that all employees possess the required certifications, aiding in compliance with industry regulations and internal standards.
  • Training Needs Identification: Identifies courses with a high number of expiring or expired certificates, suggesting areas where retraining or new training initiatives might be necessary.
  • Proactive Planning: The detailed view of expiration dates helps in proactive planning for re-certification, ensuring continuous professional development and compliance.
  • Performance Evaluation: The ability to track certification efforts by individual employees over time aids in performance reviews and could be used to recognize training dedication or pinpoint areas for improvement.

By providing a detailed and customizable view of certificate statuses within a department, the Department View page serves as a crucial tool for managing departmental certification requirements and ensuring that all personnel are adequately qualified for their roles.

 

Course View page

 

 

Overview

The Course View page is specifically designed to provide a detailed analysis of certification statuses associated with a selected course. This page enables stakeholders to track the validation, expiration, and overall compliance of certifications related to a specific course, ensuring that all participants meet required standards.

 

How it works

Users can select a specific course from a dropdown menu to view detailed certification data for that course. The page then displays comprehensive information including the number of valid, expiring, and expired certificates, alongside detailed data broken down by department. This facilitates a focused approach to monitoring course-specific certification statuses.

 

Visualizations and insights

Visualizations

Certificate Status by Course. A pie chart shows the distribution of valid and expired certificates for the selected course, providing a quick visual representation of compliance levels.

Certificates Issued by Month. Displays a bar graph detailing when certificates for the selected course were issued over the last year, helping to identify trends in course uptake and completion.

Certificate Status by Department. A stream graph illustrates how certificate statuses are distributed across different departments, highlighting areas that may need attention.

Expired Certificates by Department. A bar chart shows the number of expired certificates in each department, enabling quick identification of departments where re-certification efforts may be urgently needed.

Certificates Details Table. Lists individual certification details for the course, including user names, issue dates, expiration dates, days to or since expiration, and current status, offering granular insight into each certificate.

 

Insights

  • Course Compliance Overview: Provides an at-a-glance view of how many participants in a course are currently compliant, close to non-compliance, or non-compliant, facilitating timely interventions.
  • Departmental Impact Analysis: Helps identify if certain departments are lagging in maintaining certification standards, which could impact operational efficiency and compliance.
  • Proactive Certification Management: The detailed information about expiration dates allows for proactive planning for certification renewals, ensuring continuous compliance and qualification of the workforce.
  • Trend Identification and Planning: By analyzing when certificates were issued and their current statuses, training coordinators can plan future sessions more effectively, perhaps addressing increased demand or refreshing course content.

By concentrating on a specific course, the Course View page allows for precise tracking and management of certification statuses, thus supporting stringent compliance and effective training outcomes.

 

Data Table page

 

 

Overview

The Data Table page is a centralized hub for detailed certification status across an organization, designed to offer a comprehensive view of all certifications by course, user, and department. This page is essential for managing certification compliance, tracking expiration dates, and ensuring that employees' qualifications remain current.

 

How it works

This page provides a dynamic table that lists every certification, along with detailed information including the course name, user, department, certification status (valid, expiring, expired), issue date, expiration date, and the number of days to or from expiration. Users can filter the table by certificate status, course catalog, specific courses, or departments to tailor the display to specific needs or to focus on areas of concern.

 

Visualizations and Insights

Visualizations

Comprehensive Certificates Status Report. The main feature is a sortable and filterable table that provides detailed listings of all certifications, allowing stakeholders to review and manage certifications effectively.

Filter Options. Multiple filters are available that allow stakeholders to view certifications by status, course, user, and department, facilitating targeted analysis and efficient management of compliance issues.

 

Insights

  • Proactive Compliance Management. By monitoring days to expiration and days from expiration, organizations can proactively manage re-certifications, ensuring that all employees remain compliant with required standards.
  • Identification of Risk Areas. Filtering by expired certificates or those nearing expiration can help identify risk areas where non-compliance might impact operational capabilities or regulatory compliance.
  • Departmental and Course-Based Analysis. Enables managers to pinpoint specific departments or courses with high rates of expiration or non-compliance, aiding in targeted training interventions.
  • Individual Tracking. The ability to filter by user allows for tracking individual compliance, which is useful for performance evaluations and compliance audits.

This Data Table page serves as a vital tool for HR departments, compliance officers, and managers by providing a detailed and actionable overview of certification statuses across the organization, facilitating effective management of professional development and compliance standards.

 

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