Connect to Project data through Power BI Desktop

You can use the Project Power BI template to import and analyze data from Project for the web and Project Online into Power BI. The template is designed to help you quickly connect to your Default Common Data Service (CDS) instance in Dynamics 365 where your Project for the web data is stored, as well as connect to your Project Web App tenant in Office 365. You will be able to download a variety of data to visually explore and monitor all the key aspects of your PPM deployment. There are multiple visually rich report pages for the portfolio, resource, and project overview.

Get started

You first need to do the following:

  • Download Power BI Desktop, then run the installer to get Power BI Desktop on your computer.
  • Download the Project Power BI template to your computer. The file name of the template file is Microsoft Project Power BI Template.pbit.

To use the template, you need the following:

  • A Project Plan 3 (previously named Project Online Professional) or Project Plan 5 (previously named Project Online Premium) subscription.
  • A Power BI Desktop or Power Bi Pro subscription.

Launch and configure the Power BI Desktop template file

  1. Click on the Project Power BI template file to open it in Power BI Desktop.
  2. On the Enter Parameters screen, in the Default CDS URL field, type the URL of your Dynamics 365 Common Data Service (CDS) default instance you are using for Project for the web.
  3. In the PWA URL field, type the URL of your Project Online Project Web App site. For example, https://contoso.sharepoint.com/sites/PWA. Then click Load.
    Parameters
  4. Power BI Desktop will prompt you to authenticate with your Office 365 account. Select Organizational account, click Sign In, and enter your credentials.
    Default CDS environment
  5. A message will display telling you that your data is loading. Depending on the number of projects, tasks, and resources in your system, this may take some time.

If you receive an error during the load process stating that access to a resource is forbidden, check your data source settings permissions:

  1. In the ribbon, select Edit queries, and then select Data source settings.
  2. Select Global permissions, select a data source URL, and then click the Edit permissions button at the bottom of the screen.
  3. On the Edit permissions screen, verify that Privacy level is set to Organizational.
  4. Also verify that for Credentials, that Type is ste to Organizational account. If it is not, click on Edit, select Organizational account on the left pane, and log in with your credentials. Click Save, and verify that the Credentials Type has changed.
  5. Do this for each of the remaining data source URLs, and then click Close.
  6. Try to load your data again.

Data source settings

How to determine your Default CDS URL

Project for the web data is stored in the Dynamics 365 Common Data Service (CDS). You need to enter the URL of your default CDS instance that you are using, and it needs to be in the following format:

https://(environment_name).(region).dynamics.com

For example: https://orgde6d15d8.crm.dynamics.com

The following will tell you how to find the environment_name and the region values of the URL.

To determine the Default CDS environment name value of the URL:

  1. While logged into Office 365, go to this site: https://web.powerapps.com

  2. On the PowerApps page, under Start from data, select Common Data Service.

  3. On the PowerApps page, note the value in the Environments section. In the image below, the default CDS environment value is orge817dafc.

    Default CDS environment

To determine the region value of the URL:

The region value will usually be associated to the data center that is close to you geographically. The following list shows the region values associated with regional data centers.

Region
Value
North America
crm
South America
crm2
Canada
crm3
Europe, Middle East and Africa (EMEA)
crm4
Asia Pacific Area (APAC)
crm5
Oceania
crm6
Japan
crm7
India
crm8
North America 2
crm9
United Kingdom
crm11
France
crm12

If you are not sure, check with your Office 365 administrator and have them check for the value in the Power Platform Admin Center.

PowerPlatform Admin Center

How to determine your Project Web App (PWA) URL

You can go to your Project Online PWA site home page to find the PWA site URL.

You can get to your PWA site by:

  1. In Office 365, click the Apps icon in the top left corner, and then in Apps, select Project.
  2. On your Project Home page, on the bottom of the page, click, Go to Project Online. This will take you to your PWA Home page.
  3. Copy the URL in your browser and use this value for the PWA URL field in the Project template.

Project Web App Site URL

If you are still not sure, check with your Office 365 admin and have them check for the value in the SharePoint admin center.

After connecting to your data

After Power BI Desktop retrieves the data, the visualizations in each report page will load and display the data.

Note

You need to have read permissions at the business-unit level to the CDS entities to which the report connects to have a portfolio-level view of the data.

From the Power BI Desktop, we recommend publishing the report to a shared workspace, and then configure scheduled refresh of the data to keep your dataset up to date.

Project reports

After connecting to your data, the following key "out-of-the-box" reports are available to you to view and analyze your project data.

Portfolio Dashboard

The Portfolio Dashboard report gives you a roll-up of all projects, and lets you know the total number of projects, effort completed, and effort remaining. It lets you filter your project data by project progress or project manager.

Portfolio Dashboard

Portfolio Timeline

The Portfolio Timeline reports shows visually where all projects fall on a timeline, including their duration and progress to date.

Portfolio Timeline

Portfolio Milestones

The Portfolio Milestones report summarizes all milestones completed and are yet to complete in the past 30 days, as well as the milestones planned for the next 30 days.

Portfolio Milestones

Resource Dashboard

The Resource Dashboard gives a resource manager an overview of how his or her resources are allocated to projects, showing details about each resources total effort, tasks remaining, and task status.

Resource Dashboard

Resource Assignments

The Resource Assignments report lets you focus on task and project data for your resources. You can drill into a resources task progress, total effort, effort distribution across projects, and project and task details.

Resource Assignments

Task Overview

The Task Overview report looks at task details across projects. 

Task Overview

Project Timeline

The Project Timeline shows each project with details on its tasks and status.

Project Timeline

My Work

The My Work report lets an individual team member see a detailed task list of all their work across projects, and gives others visibility into their work.

My Work

My Timeline

The My Timeline report lets team member see their personal timeline of work across and within projects.​

My Timeline

See also

Compose HTTP requests and handle errors