In this article, you will learn:
1. How to Connect Allex with Power BI
To leverage Allex new multi-project reporting capabilities via Power BI, follow these steps for the initial setup:
Pre-requisites:
Windows environment because our Power BI templates are only compatible with Windows
Admin rights within your organization
Steps for initial Setup:
1. Get API Token
Ensure you have admin rights to your Allex organization.
Contact Allex support (with your email and organization details) to enable the DevTools for your account.
Once enabled, go to organization settings and navigate to DevTools tab.
Create a new API token specifically for the Power BI integration.
2. Install Power BI
Download and install Power BI Desktop for Windows.
3. Download the Power BI Template
Contact your customer success manager for access to the template or Allex support at support@allex.ai
4. Set Up the Template
Double-click on the downloaded Power BI template file.
When prompted, enter the API token generated in Step 1.
Retrieve the names of two key focus teams in your organization that should be highlighted in the Power BI report.
Save the template as a file with the parameters you’ve set.
Usage After Setup
Once the initial setup is complete, open Power BI and double-click on the saved report.
Note: Data does not update automatically. We recommend extracting your data consistently (at least once a month) for the most accurate output
2. What KPIs are Available?
The Allex Power BI template provides a detailed multi-project overview, giving you insight into your portfolio's performance and project health. Here’s a breakdown of the KPIs:
Health Chart
Portfolio Overview
Done Projects: Completed projects since the last report.
Projects at Risk: Projects flagged as at risk based on progress and buffer consumption.
Delayed Milestones: Key milestones that are delayed.
Delayed tasks: Overdue tasks in projects.
Project Performance
Projects on Track: Projects meeting due dates and progressing as planned.
Delayed Milestones : Milestones that are delayed.
Successful Approvals: Percentage of successful approvals since the last report.
Feedback Quota
Feedback %: The percentage of tasks with feedback provided (all updated Tasks of the last week divided by all delayed and in progress Tasks).
Deficit %: The percentage of tasks lacking sufficient feedback.
Causer: Identifies the team causing the feedback deficit
Tip: To get the most accurate quota data from Allex’s reports, ensure that all tasks are updated weekly.
3. How to Use Allex Power BI Templates
Allex provides a Power BI template for multi-project reporting. This template is designed to give a high-level view of your entire project portfolio, making it easy to present updates in a board meeting or status review. Here’s how it works:
How Does the Report Work?
The report shows a snapshot of your project portfolio based on historical data on your project's progress. This feature is particularly useful for recurring presentations, such as management or board meetings, where you need to show updates since the last session. It ensures that the most relevant and recent data is available at a glance.
Tip: Rename the file with the date you last opened it to keep track of your updates.
Compatibility Between Multiple Users
When multiple users access the report, they share the same snapshots for updates. This means that:
Each instance creates identical snapshots for the same organization via the reporting API.
Updates reflect the most recent snapshot created by any user. For example, if User A generated a snapshot a month ago and User B updated the report last week, User A will see data that includes User B’s snapshot.