Tuesday 4 august 2020 | Posted by Kenny Minnebo

Insight on your Power BI usage should optimize your capacity, right?

Micropole’s BI expert Kenny elaborates on a performance management challenge he frequently encounters, working within self-service Power BI environments.

As Microsoft partner, Micropole uses it’s BI expertise to leverage your data. This week’s spotlight expertise: Power BI!

"While self-service is becoming more and more established, it’s governance is mostly pushed to the background. Even thought this can make the very difference."  – Kenny Minnebo, Senior BI Consultant at Micropole Belgium.


Why have we created the Power BI Insights tool?


Working with Power BI, the aim is not only to gain insight on your data to support data-driven business decisions. You will also want to use the allocated capacity for this self-service system as efficiently as possible. Gaining insight in the systems usage should avoid performance reduction and paying for redundant resources and licenses. Nevertheless, this brings about an unforeseen and mostly hidden problem, which sabotages the very purpose of this exercise.

While monitoring performance, questions will arise like: ‘how many Workspaces are in V1 instead of V2? How many members does every Workspace have? Are we assigning separate roles or does  everybody in the workspace have the role Admin’? To answer these questions, scripts are being written to fetch the specific data and make a report.


Depending on your question, you will most likely be using a different tool to gain insight of your usage, capacity, licenses or activities. As a Power BI admin you’ll use Premium Capacity Metric to analyze capacity, while the System Engineer gathers info about licenses in Azure Portal. Every workspace also provides a Usage Metrics and the Microsoft 365 Admin center contains the recent activities. All these tools provide added value on their perspective.


But here is where a problem becomes apparent. These tools are designed to be used for this specific purpose only and therefor provide insight only of this specific information. None of them provide the ability to cross use / filter / analyze this information in one view. Inevitably, multiple scripts for reports and questions alike are running simultaneously and obsolete reports will continue to require resources. Because of this, you are surely wasting unnecessary resources.


For proper governance, you also need to know about your most valuable reports. Which are being used most frequently? Which ones are being shared the most, with the biggest audience? Obviously, identifying your MVR’s (Most Valuable Report), enables you to invest in them. This is where you want the best performance, excellent modeling and real-time accuracy.


Also, you need a view on which reports don’t add value. Are similar questions being answered in different reports? What reports are obsolete?
Where do you have opportunity to optimize, replace or cut?

After all, to maintain these LVR’s (Least Valuable Reports), you are investing resources. Valuable time and performance are wasted, and you might be paying for redundant pro-subscription licenses or even premium capacity.

Are these the performance questions your business / data / IT stakeholders are asking themselves? Most likely not.


The lack of governance and insight are mostly being heavily overlooked, causing inefficient outflow of resources being left unchallenged. Proper governance becomes accessible only when insight on the entire environment is possible. With these challenges in mind, Micropole developed The Power BI Insights Tool.


An introduction to the Power BI Insights tool itself


The Power BI Insight tool visualizes your Power BI Portal info, User Info and Activity Info together.
This will enable you proper Power BI governance and make informed decisions.



The helicopter view provides insight on specific business needs or challenges. The Insights tool stores the data in an accessible model, which allows to be extended with extra measures and calculated columns, tailored to your requirements.


Additionally, the tool provides automated advisory on several common challenges: by hovering the information sign, you get more info about a specific tile and indication whether action is required.


portal insights power bi tool closeup

Can this tool help you leverage your performance on Power BI?

For more information on the Power BI Insights tool, contact us to get our free whitepaper explaining the application of the tool and its technical background. 




    Kenny Minnebo, Senior BI Consultant

    at Micropole

Microsoft Power BI