Report and Dashboard governance

[SusanWinKY]

All of our ITIL users are able to create reports and dashboards.  Over time, as expected, we've accumulated quite a lot of reports.  We've been asked to put a governance process in place to deactivate reports and dashboards that are no longer needed. 

Has anyone implemented such a governance policy and would be willing to share your decision-making and implementation regarding this?

My initial thought is to set up a scheduled email that asks the owner of each report/dashboard if it's still needed, and provide two links (Yes | No).  Upon clicking No, the report or dashboard would be deactivated. 

Another thought is to automatically deactivate a report/dashboard whenever the owner/creator of it is deactivated, but then we run the risk of deactivating something that others may be using.  With the email method, we at least put the decision in the hands of the person who owns it.  We'd still have to figure out how to handle reports/dashboards that are owned by a deactivated user, but I think our team can manage that.

[saileedali]

HI Scott,

Thanks for the information, but I would want to automate the whole procedure without exporting the data to excel.

I have gone through the above link already, but didn't understand where/how the last run time is captured in the new table

We want to periodically delete unused dashboard and report present on the dashboard and homepages.

I know last run of report can be found in report stats table, but we are also looking for unused dashboard for last 6 months.

The requirement here is we want:

1) Last run or viewed time of dashboard

2) Last run or viewed time of homepage

3) Last run or viewed time of report

If the last run is more than 6 months we want to delete the respective entries from the table.

Please suggest if there is any other alternative.

Regards,

Sailee

[Scott Jordheim]

If you want to automate it, I would definitely suggest Adam's approach, as he has it pretty well fleshed out. "Last run" would be the "created" date on that sys_ui_navigator_history table. I chose manual because potential costs we didn't want to deal with at the time.

1. This corresponds to "created" on the sys_ui_navigator history table and "created" on his new sn_dashboard_usage_view table. Records are "created" each time the dashboard is loaded / navigated to, as the system records that in the navigator history table, which is then pushed to Adam's new table. You could go a step further and join the pa_dashboards table to Adam's new table and look for anything where sn_dashboard_usage_view.created (not the real condition, just made something up for example) is empty or greater than 6 months ago.
2. Homepage I'm not sure about. Haven't ever tried digging into that and doesn't seem like much is readily available.
3. This can be viewed from the "Last run" field on the report_stats table. Looks like Adam also made some improvements in a scoped app (which will come at a price): https://community.servicenow.com/community?id=community_blog&sys_id=274796dfdb23c49414d6fb2439961975