Your workflow in focus
Project planning in Power BI: review schedules and capacity together
Prepare project decisions with a shared view of tasks, dependencies, progress and available resources.
Request a Project Intelligence trialWho this workflow is for
For project leads, PMOs and resource managers analysing existing planning data in Power BI.
The everyday challenge
A schedule alone does not explain why a milestone is at risk. When dependencies and capacities sit in separate files, teams must reconstruct the relationships before each steering meeting. A shared project view helps review the specific constraint and agree a change in the planning system.
A concrete workflow example
Fictional example: two work packages, one resource
A PMO reviews preparation for a system launch. Implementation ends later in the current plan than in the baseline; the subsequent test requires the same specialist.
| Task | Current schedule | Dependency | Review question |
|---|---|---|---|
| Implementation | 5–16 October | Baseline end: 14 October | What explains the shift? |
| Acceptance test | 15–20 October | Implementation completed | Are sequence and capacity realistic? |
Fictional sample data, not customer results. Resource overload can only be assessed with additionally supplied load and capacity values. A forecast must be supplied by the planning model.
How the workflow takes shape
Define the planning question
Select one project and the upcoming decision: a schedule change, task sequence or resource allocation.
Map the data
Supply task identifiers, start, end and progress. Add established dependencies, a baseline and matching load and capacity values.
Review the constraint together
Use the Project Intelligence visual to examine the schedule, critical path and resource load using the data provided.
Implement the decision in the source system
Agree a specific planning change, update the planning system and review the next data refresh in Power BI.
What we need to get started
- A Power BI report with identifiable projects and tasks, plus start, end and progress values.
- For deeper analysis: maintained dependencies, resource loads, capacities and comparable baselines.
- Check package availability, tenant policies and operation in the intended Power BI host before deployment.
What to know before you start
- The visual processes supplied fields and measures; it does not automatically access the entire data model.
- Forecasts come from your data and are not generated automatically.
- Planning changes are made in the source system; the visual does not write back to source data.
Common questions about this workflow
Does the visual replace our planning tool?
It supports analysis of existing planning data. Maintaining, approving and implementing the plan remains in your planning system.
Can we start without capacity data?
Schedules and progress provide a starting project view. Reliable utilisation conclusions additionally require matching load and capacity values.
How do we test our own report?
Select Project Intelligence in the trial form. Package availability, trial duration, licence terms and setup are agreed with Aivana.
Make the next step concrete
Bring your current workflow and a typical example. Together, we clarify which data, systems and responsibilities matter for getting started.
Request a Project Intelligence trial