diff --git a/clients/cascades-tucson/session-logs/2026-06/2026-06-17-howard-kpi-dashboard-scoping.md b/clients/cascades-tucson/session-logs/2026-06/2026-06-17-howard-kpi-dashboard-scoping.md new file mode 100644 index 00000000..81287e3d --- /dev/null +++ b/clients/cascades-tucson/session-logs/2026-06/2026-06-17-howard-kpi-dashboard-scoping.md @@ -0,0 +1,71 @@ +# 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 -- `) 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 ` -> `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`.