Use Copilot to build a requirement guide.

Note: conversation with the AI tool was captured on 9/12/2024. Executed tasks and responses will vary over time and across AI tools and interfaces. 

About this article

This post will show you how to effectively prompt Microsoft Copilot (not to be confused with 365) to guide you with the problem described below. 

What is Copilot and how can you use it?

Basic Terms of Blog

The Prompt (me or you): the text that the user types into the Copilot text field. Simply enter your question into the “Ask me anything…” box and select enter. For the most accurate responses, select the “Precise” conversation style.

The Executing Task (Copilot): this is the response that the AI tool will provide to your prompt(s).

The Problem: You and I have been asked to help the undergraduate director with compiling and visualizing enrollment trends. We are not sure where or how to start. We do know that we will be using Tableau to create some sort of visualization but are confused regarding how that will look like. There is the additional complexity of this solution needing to accommodate different audiences. We need to build a strong foundation for this dashboard like we would when designing and building a house. The foundation is crucial as it supports the entire structure. Similarly, in a data dashboard, the foundation is the initial understanding of the business needs and objectives. This sets the stage for everything else.

Now, let's start typing the following into Copilot:

- Begin prompt -

You

Hi there! I am a data analyst who builds analytics solutions via dashboards using Tableau. The director of undergraduate studies would like a new dashboard to keep track of enrollment trends by program (majors and minors) in the undergraduate school. They said that they will share this dashboard with members of their team, including high level executives as well as administrators such as program coordinators. I am not sure where to start with this project. The audience seems to be at various levels of experience and probably have different needs in terms what kind of information they are interested in seeing. I am not sure if they want to explore, dive deep, download, or simply view the data. How can I gain a better understanding of what they could all possibly need so that I can build a good all-in-one solution in single Tableau dashboard?

- End prompt -

After hitting Enter on your keyboard, Copilot will start to execute a task based on the information you asked it.

Executing Task:

It sounds like you have an exciting project ahead! Here are some steps to help you get started and ensure you create a dashboard that meets the diverse needs of your audience:

1. Stakeholder Interviews

• Identify Key Stakeholders: List out all the potential users of the dashboard, including high-level executives, program coordinators, and other administrators.
• Conduct Interviews: Schedule brief interviews or meetings with representatives from each group to understand their specific needs, preferences, and how they intend to use the dashboard. Ask questions like:
• What key metrics are most important to you?
• How frequently will you use the dashboard?
• Do you prefer high-level summaries or detailed data?
• Do you need the ability to download or export data?

2. Define Objectives and KPIs

• Enrollment Trends: Determine the key performance indicators (KPIs) related to enrollment trends, such as total enrollment, enrollment by program, changes over time, and demographic breakdowns.
• User Goals: Align these KPIs with the goals of your stakeholders. For example, executives might be interested in overall trends and forecasts, while program coordinators might need detailed data on specific programs.

3. Design with User Experience in Mind

• Interactive Elements: Include filters and interactive elements that allow users to explore the data at different levels of detail. For example, filters for academic year, program, and demographics.
• Clear Visuals: Use clear and intuitive visualizations like bar charts, line graphs, and heat maps to present the data. Ensure that the dashboard is easy to navigate.
• Tooltips and Annotations: Add tooltips and annotations to provide additional context and explanations for the data points.

4. Prototype and Feedback

• Create a Prototype: Develop a prototype of the dashboard in Tableau and share it with a small group of stakeholders for feedback.
• Iterate: Use the feedback to make necessary adjustments and improvements. This iterative process will help you refine the dashboard to better meet the needs of all users.

5. Training and Documentation

• User Training: Provide training sessions or create documentation to help users understand how to navigate and use the dashboard effectively.
• Support: Offer ongoing support to address any questions or issues that arise after the dashboard is deployed.

6. Performance and Maintenance

• Performance Optimization: Ensure the dashboard performs well by optimizing data sources and visualizations.
• Regular Updates: Plan for regular updates to the dashboard to keep the data current and relevant.

By following these steps, you can create a comprehensive and user-friendly Tableau dashboard that caters to the diverse needs of your audience. Good luck with your project! If you have any specific questions or need further assistance, feel free to ask.

THIS IS A GREAT START! I RECOMMEND THAT YOU GO TO THE TABLEAU EXPERTS NOW FOR THE SPECIFICS.

- Begin prompt -

You

I am content with this guidance. Can you point me to helpful and reputable sources and content created by Tableau gurus or professionals? I am looking for templates and guides.

- End prompt –

After hitting Enter on your keyboard, Copilot will start to execute a task based on the information you asked it.

Executing Task:

I’m glad you found the guidance helpful! Here are some reputable sources and content created by Tableau professionals that can provide you with templates and guides:

1. Tableau Blueprint: This is a comprehensive framework provided by Tableau to help organizations build their data culture. It includes detailed guides on data and content governance, which can be very useful for your project¹.
2. Jeff Plattner’s Dashboard Templates: Jeff Plattner has published a Tableau Public workbook containing thirty dashboard layouts. These templates can save you time and provide a solid starting point for your own dashboards².
3. Tableau Public: Explore the most-favorited visualizations on Tableau Public. This platform allows you to see a wide range of dashboards created by other users, which can serve as inspiration for your own work³.

These resources should help you get started with creating a comprehensive and user-friendly dashboard. If you need more specific templates or guides, feel free to ask!

Anna’s Final Comments

In addition to the three sources that Copilot suggested, I personally recommend you check out the following. AI does not provide everything you need. It could be a really good start to helping you get organized. Always look to the expert resources for appropriate and professional guidance. This includes your institution’s people as well. For example, the Duke University Center for Data and Visualization Sciences provide expert advice to staff, faculty, and students across campus for gathering, analyzing, evaluating, and visualizing data. Does your institution offer similar services?

Aurélien Vautier | LinkedIn

Dataviz Clarity

Tableau Dashboard Requirements - How to Guide