# Cascades — KPI Dashboard Scoping & Client One-Pager

## User
- **User:** Howard Enos (howard)
- **Machine:** Howard-Home
- **Role:** tech

## Session Summary

Ashley Jensen (Cascades accountant) asked about using the Power BI Gateway to build a single dashboard that pulls KPIs from all of Cascades' reporting systems (ALIS, QuickBooks, Helpany, TELS, You've Got Leads, Bill.com, Relias, a POS, and Focus HR). The session was advisory — scoping how this would actually work and producing material to take back to the client. No infrastructure was touched.

The first and most important correction made was that the Power BI on-premises data gateway is the wrong frame: it only bridges Power BI to on-prem sources (SQL/file/DB inside the building) and never touches cloud SaaS. The real problem is a per-system data-extraction + landing-store + dashboard layering exercise. The four real-world approaches (manual SMB exports, Microsoft-native low-code, purpose-built connector services, all-in-one dashboard SaaS) were laid out, and a Tier 1 -> Tier 2 path was recommended for Cascades specifically because their reporting systems are mostly niche senior-living SaaS that connector tools (Fivetran/Databox/etc.) won't have ready connectors for — making scheduled exports into SharePoint the backbone regardless.

The scoping analysis was saved as an internal proposal note, plus a parked-project memory and a MEMORY.md index line so it resurfaces on Cascades recall. The repo was synced.

In the second half, the client-facing one-pager was drafted (Phase 1 = scheduled exports into SharePoint + Power BI dashboard; Phase 2 = automate the API-capable systems Bill.com/QuickBooks Online via Power Automate). Internal "Tier 1/2" jargon was translated to client "Phase 1/2" language, all internal references stripped, and the honest "no magic connector" point led the document to set expectations. A "What it costs" section was then added at the user's request (Power BI Pro ~$10/user/mo, SharePoint already owned, setup time-based at standard rate, Phase 2 billed per system). The one-pager and cost line were committed and pushed.

## Key Decisions

- **Reframed away from the Power BI Gateway.** The gateway is on-prem-only and irrelevant to cloud SaaS; leading with this prevents the client from chasing a non-solution.
- **Recommended Tier 1 -> Tier 2 (exports->SharePoint->Power BI, then Power Automate)** over connector-service or all-in-one-dashboard tools, because Cascades' reporting stack is mostly niche senior-living SaaS that those tools won't have connectors for — and because it leans on the M365 Business Premium licensing they already pay for.
- **Phase 1 stands alone; Phase 2 is optional/incremental.** Lets the client get value in days for near-zero new cost and decide how far to automate based on demonstrated worth.
- **Kept dollar figures deliberately soft** (ranges, "your standard rate") in the one-pager so neither Howard nor Mike is boxed into a number before the Phase 1 KPIs are scoped.
- **Saved as internal proposal + client one-pager as two separate files** — internal note keeps the Tier jargon and HIPAA/vault specifics; client file is sanitized.
- **Flagged the ALIS analytics/data-feed question** as worth confirming with Medtelligent — it could replace plumbing for their single most important source (census/clinical).

## Problems Encountered

- **First `/sync` appeared to miss the KPI files.** The sync run only reported `M errorlog.md` committed. Investigation (checked .gitmodules, root status, file tracking, and `git log -- <file>`) showed the KPI scoping doc + memory files had already been captured in a prior auto-sync commit (`5ad25d1`) that fired between responses, and were confirmed present on `origin/main`. No data lost; the three configured submodules (guru-rmm, guru-connect, youtube-sync-docker) do not contain these paths.

## Configuration Changes

Created:
- `clients/cascades-tucson/docs/proposals/kpi-dashboard.md` — internal scoping notes (systems table, gateway correction, four tiers, Tier1->2 recommendation, scoping questions).
- `clients/cascades-tucson/docs/proposals/kpi-dashboard-onepager.md` — client-facing one-pager (Phase 1/2 + "What it costs").
- `.claude/memory/project_cascades_kpi_dashboard.md` — parked-project memory.

Modified:
- `.claude/memory/MEMORY.md` — added Cascades KPI dashboard index line under the Cascades section.

## Credentials & Secrets

None discovered, created, or rotated this session.

## Infrastructure & Servers

No infrastructure touched. Reference only (from Cascades wiki, unchanged):
- M365 tenant `cascadestucson.com`, Business Premium (already licensed — basis for the Power BI/SharePoint recommendation).
- Reporting systems in scope: ALIS (https://cascadestucson.alisonline.com, Medtelligent — HIPAA/BAA gated), QuickBooks, Bill.com (REST API), Relias, You've Got Leads, TELS (Direct Supply), Focus HR, Helpany (app.safe-living.com), POS (product TBD).

## Commands & Outputs

- `git log -1 -- clients/cascades-tucson/docs/proposals/kpi-dashboard.md` -> confirmed captured in `5ad25d1`.
- `git branch -r --contains <sha>` -> `origin/main` (confirmed pushed).
- `bash .claude/scripts/sync.sh` (cost-line commit) -> committed `49eada4`, pushed `9971b49..49eada4 main -> main`.

## Pending / Incomplete Tasks

- **Deliver the one-pager to Ashley** (decide: send as-is from ACG, or re-address from Howard/Mike).
- **Get three inputs from Ashley before building:** day-one KPIs; data freshness (live/daily/weekly); which POS + which Focus HR plan.
- **Confirm with Medtelligent** whether ALIS offers a built-in analytics/BI add-on or data feed.
- **HIPAA:** BAA required before any ALIS PHI moves into a dashboard pipeline.
- **Phase 1 build** (when approved): scheduled exports -> SharePoint -> Power BI Pro dashboard on 3-5 KPIs.

## Reference Information

- Internal scoping note: `clients/cascades-tucson/docs/proposals/kpi-dashboard.md`
- Client one-pager: `clients/cascades-tucson/docs/proposals/kpi-dashboard-onepager.md`
- Memory: `.claude/memory/project_cascades_kpi_dashboard.md`
- Commits: `5ad25d1` (scoping note + memory), `49eada4` (one-pager + cost line).
- Cascades wiki article: `wiki/clients/cascades-tucson.md`; Syncro customer ID `20149445`.
