# Cascades — Unified KPI Dashboard (scoping notes)

**Status:** Raw / discussion — not yet proposed to client. Saved 2026-06-16.
**Requestor:** Ashley Jensen (Accountant, Cascades). Asked about using the **Power BI Gateway** to build a single dashboard that pulls KPIs from all their reporting systems.

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## The systems in scope (Ashley's "reporting" systems, not data-entry)

| System | What it is | Realistic path to its data |
|---|---|---|
| **ALIS** (Medtelligent) | Clinical EHR (census/clinical) | Vendor reporting/export; ask Medtelligent re: data feed/API. **HIPAA — BAA required before any PHI leaves it.** Their single most important data source. |
| **QuickBooks** | Accounting | QBO has API + connectors (good). Desktop = ODBC, harder. |
| **Bill.com** | AP/AR | REST API exists — most automatable on the list. |
| **Relias** | Training / LMS | Reporting exports / API for completion data. |
| **You've Got Leads** | Senior-living CRM | Reporting/export; API varies. |
| **TELS** (Direct Supply) | Facilities mgmt | Reporting exports; API uncertain. |
| **Focus HR** | HR / payroll | Export or vendor API — depends on plan. |
| **Helpany** (app.safe-living.com) | Caregiver app | Niche — likely export-only. |
| **POS** | Point of sale | Entirely depends which POS (need the product name). |

She noted there are more systems, but these are the **reporting/output** systems rather than data-entry systems.

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## Key correction: the Power BI Gateway is the wrong frame

The **on-premises data gateway** does ONE job: let Power BI (cloud) reach a source **inside the building** (SQL Server on CS-SERVER, a network-share file, an on-prem DB). It is **not** a universal SaaS connector — it never touches ALIS, Bill.com, Relias, etc. (those are other people's clouds).

Real question is not "can the gateway talk to these" but **"how does each system hand its data out, and where do we land it so one dashboard can read it."** That's a genuine integration project, not a config toggle.

Three layers to any solution:
1. **Get data out of each system** — native Power BI connector (rare for niche apps) / REST API (Bill.com, QBO) / scheduled CSV-Excel export (realistic path for most) / 3rd-party connector (CData, Coupler, etc.).
2. **Land it in one place** — Azure SQL / SharePoint-Excel data model / Power BI dataflow. (A gateway only matters here if that store is on-prem.)
3. **Build the dashboard** — Power BI on top (easy; right tool). The work is in layers 1–2.

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## How companies actually do this (cheapest → most serious)

- **Tier 1 — Honest SMB pattern:** someone exports CSV/Excel on a schedule, drops files in **SharePoint/OneDrive**, Power BI reads the folder. Manual refresh, cheap, no devs. What most shops their size actually run. SharePoint = storage + the thing Power BI points at; it does NOT pull data itself.
- **Tier 2 — Microsoft-native low-code (natural fit — they're on M365 Business Premium):** **Power Automate** (already licensed) pulls from API-capable systems (Bill.com, QBO) on a timer → lands in **SharePoint Lists/Dataverse/Excel** → **Power BI Pro** (~$10/user/mo) + dataflows for scheduled refresh.
- **Tier 3 — Purpose-built connector services:** Coupler.io / Zapier / Make (SMB) or Fivetran / Airbyte / CData (heavier) → feed a small warehouse (Azure SQL/Fabric/Snowflake) → BI on top.
- **Tier 4 — All-in-one dashboard SaaS:** Databox / Klipfolio / Grow.com / Domo. Authenticate each system, pick KPIs, done — BUT only for systems they have pre-built connectors for. Cascades' niche senior-living apps almost certainly aren't covered, so you'd still fall back to exports.

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## Recommendation for Cascades

Because their reporting systems are **mostly niche senior-living SaaS** (ALIS, TELS, You've Got Leads, Helpany), Tier 3/4 connector tools won't have ready connectors for them — so **scheduled exports into SharePoint will be the backbone regardless**, with API automation layered on only for Bill.com + QuickBooks Online.

**Path: Tier 1 → Tier 2.**
- **Phase 1 (days, ~zero new cost):** pick 3–5 KPIs that actually drive decisions (census from ALIS, AP/cash from Bill.com/QuickBooks) → exports land in SharePoint → Power BI dashboard. Prove value.
- **Phase 2:** automate the API-capable systems with Power Automate; expand KPI coverage.
- Uses tools they already pay for; doesn't bet on connectors that don't exist for their industry.

**Senior-living angle to check:** ALIS may offer a built-in analytics/BI add-on or data feed. If so, it could replace a chunk of the plumbing for their most important source (census/clinical). Worth confirming with Medtelligent.

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## To scope it, get from Ashley
1. The **specific KPIs** wanted on day one (decides which systems matter).
2. **Freshness** needed (live vs daily vs weekly — drives cost massively).
3. Per system: does she/the vendor know of an **API or scheduled export**?
4. Which **POS** product, and which **Focus HR** plan.

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## Next action (when we come back)
Draft the client-facing one-pager: "here's the realistic path + a cheap Phase 1 (census + financial KPIs)" so Ashley has something concrete to approve.
