5.1 KiB
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.
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.
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:
- 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.).
- 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.)
- Build the dashboard — Power BI on top (easy; right tool). The work is in layers 1–2.
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.
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.
To scope it, get from Ashley
- The specific KPIs wanted on day one (decides which systems matter).
- Freshness needed (live vs daily vs weekly — drives cost massively).
- Per system: does she/the vendor know of an API or scheduled export?
- Which POS product, and which Focus HR plan.
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.