Power BI Report Server is a robust solution for organizations that require on-premises reporting and analytics.

It allows you to host, manage, and distribute Power BI reports, paginated reports, and KPIs within your organization’s secure environment.

Whether due to regulatory requirements, data sensitivity, or the need for a self-contained infrastructure, Power BI Report Server offers the flexibility and control that many organizations need.

In this guide, we’ll explore what Power BI Report Server is, how it differs from the cloud-based Power BI Service, and how to set up and use it effectively for on-premises reporting.

What Is Power BI Report Server?

Power BI Report Server is an on-premises server platform that enables you to host Power BI reports, paginated reports, and other business intelligence content. It is part of the broader Power BI ecosystem but is designed for organizations that prefer or are required to keep their data and reports within their own infrastructure.

Key Features of Power BI Report Server:

• On-Premises Hosting: Host and manage reports on your own servers, behind your firewall.
• Support for Multiple Report Types: Power BI Report Server supports interactive Power BI reports, paginated reports (similar to SSRS reports), mobile reports, and KPIs.
• Data Security and Compliance: Ideal for organizations with strict data governance and compliance requirements, as all data and reports remain within the organization’s infrastructure.
• Scheduled Data Refresh: Configure data refresh schedules to ensure reports are updated with the latest data.
• Integration with Power BI Desktop: Create reports using Power BI Desktop optimized for Report Server and publish them directly to the server.

Power BI Report Server vs. Power BI Service

Before diving into how to set up and use Power BI Report Server, it’s important to understand how it differs from the cloud-based Power BI Service:

1. Deployment Model:

   • Power BI Report Server: On-premises deployment, where the organization hosts and manages the server within its own infrastructure.
   • Power BI Service: Cloud-based deployment managed by Microsoft, where reports are hosted on the Power BI cloud platform.

2. Data Storage:

   • Power BI Report Server: Data and reports are stored on-premises, within the organization’s servers. This is crucial for organizations with data sovereignty or privacy requirements.
   • Power BI Service: Data and reports are stored in the cloud, with options for hybrid configurations that connect to on-premises data sources.

3. Features:

   • Power BI Report Server: Supports Power BI reports, paginated reports, and mobile reports, but lacks some advanced cloud-based features like AI-driven insights, Power BI Apps, and shared datasets.
   • Power BI Service: Offers a broader range of features, including AI capabilities, real-time data streaming, and integration with other cloud services.

4. Licensing:

   • Power BI Report Server: Typically licensed through Power BI Premium or SQL Server Enterprise Edition with Software Assurance.
   • Power BI Service: Licensed via Power BI Pro, Premium Per User (PPU), or Power BI Premium.

Setting Up Power BI Report Server

Setting up Power BI Report Server involves several steps, from installation to configuration and report deployment. Here’s how to get started:

1. Install Power BI Report Server:

   • Download and Install: Download Power BI Report Server from the Microsoft website. During installation, you’ll be prompted to select either a free trial or a licensed version (via Power BI Premium or SQL Server Enterprise).
   • Configuration Manager: After installation, use the Report Server Configuration Manager to configure the server. This includes setting up the web service URL, web portal URL, and database connection.

2. Configure the Report Server:

   • Web Service URL: Configure the web service URL, which is the endpoint that allows users to interact with the report server.
   • Web Portal URL: Set up the web portal URL, where users can access reports, KPIs, and manage subscriptions.
   • Database Connection: Connect the Report Server to a database, where it will store report metadata, schedules, and other configuration settings.

3. Integrate with Active Directory (Optional):

   • If your organization uses Active Directory, you can configure Power BI Report Server to authenticate users and manage permissions based on AD groups. This is essential for managing access to sensitive reports and data.

4. Install Power BI Desktop for Report Server:

   • Download the Right Version: Install Power BI Desktop optimized for Report Server. This version is specifically designed to create reports that are compatible with Power BI Report Server.
   • Create Reports: Use Power BI Desktop to create interactive reports. Once ready, publish them directly to the Report Server using the “Publish” button within Power BI Desktop.

5. Publish and Manage Reports:

   • Publishing Reports: Publish reports to the Report Server via Power BI Desktop or upload them directly through the Report Server web portal.
   • Managing Reports: Organize reports into folders, manage permissions, and set up data refresh schedules using the Report Server web portal. You can also create paginated reports using SQL Server Data Tools (SSDT) and deploy them to the Report Server.

6. Configure Data Sources and Schedules:

   • Data Sources: Set up data sources that your reports will connect to. These can be on-premises databases, cloud services, or other data sources supported by Power BI.
   • Scheduled Data Refresh: Schedule data refreshes to ensure your reports always show the most up-to-date information. This is managed through the Report Server’s web portal.

Best Practices for Using Power BI Report Server

To make the most of Power BI Report Server, consider the following best practices:

1. Data Governance and Security:

   • Implement strict data governance policies to control access to reports and data. Use Active Directory integration to manage user permissions effectively.
   • Regularly audit report access and usage to ensure compliance with data protection regulations.

2. Optimize Report Performance:

   • Optimize data models and reduce report complexity to improve performance. Power BI Report Server runs on your infrastructure, so efficient report design is crucial for minimizing resource usage.
   • Consider using aggregated tables or pre-calculated data where possible to reduce the load on the server.

3. Version Control and Documentation:

   • Implement version control for your reports to track changes and updates. This is especially important in environments with multiple report developers.
   • Document your report configurations, data sources, and schedules to ensure consistency and ease of maintenance.

4. Regular Maintenance and Updates:

   • Regularly update Power BI Report Server to benefit from new features and security patches. Microsoft releases updates periodically, which include performance improvements and new capabilities.
   • Monitor the server’s performance and address any issues promptly to maintain optimal operation.

5. Leverage Paginated Reports:

   • Use paginated reports for detailed, print-ready documents such as invoices, financial statements, and compliance reports. Power BI Report Server’s support for paginated reports allows you to meet diverse reporting needs within your organization.

Conclusion: Is Power BI Report Server Right for Your Organization?

Power BI Report Server is an ideal solution for organizations that require on-premises reporting capabilities due to data sovereignty, compliance, or other reasons. It offers robust features for hosting and managing reports securely within your own infrastructure, providing flexibility and control that cloud-based solutions might not offer.

By following the setup process and best practices outlined in this guide, you can effectively implement and use Power BI Report Server to deliver powerful, interactive, and paginated reports across your organization. Whether you’re in a highly regulated industry or simply prefer to maintain complete control over your reporting environment, Power BI Report Server can be a key component of your business intelligence strategy.

Ready to bring your reporting in-house? Start exploring Power BI Report Server today and take control of your organization’s data and analytics.