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How to Create Project Status Reports with SharePoint and Power BI

Chanuka Geekiyanage Oct 23, 2026 869 views

Question details

The organization needs to build a unified project report by combining scheduling data from Project Online with weekly status updates submitted by team members via SharePoint.

Create Project Status Reports Using SharePoint and Power BI

Product: Power BI, SharePoint, Project Online
Device & OS: not provided
Scenario: A project manager wants to collect weekly status updates from team members who do not have access to Microsoft Project, and merge these text updates with Project Online data inside a Power BI dashboard.
Observed behavior: A data pipeline is required to link specific text entries in SharePoint (such as progress updates and meeting notes) to the corresponding project and resource metrics fetched from Project Online.

Before you start

Ensure you have the necessary permissions to access the Project Online OData feed and edit privileges for the target SharePoint site before attempting to build data connections in Power BI Desktop.

Solution 1Recommended

Merge Project Online and SharePoint Data in Power BI

Create a centralized Power BI report that pulls planned hours from Project Online and merges them with status comments from a SharePoint list using Power Query.

This approach allows team members to submit updates via a simple web form without requiring Microsoft Project licenses, while the project manager retains full control over the master schedule.

Set Up the SharePoint List

Navigate to your SharePoint site, click 'New' > 'List', and create columns for Project ID, Resource Name, Date, and Status Update (Text). Share this list with your team members so they can enter their weekly updates.

Connect Power BI to Project Online

Open Power BI Desktop, click 'Get Data' on the Home ribbon, select 'OData Feed', and enter your Project Web App (PWA) URL to import your scheduling and resource utilization tables.

Connect Power BI to SharePoint

Click 'Get Data' again, select 'SharePoint Online List', enter your base SharePoint site URL, authenticate with your organizational account, and select the status update list you just created.

Merge Data with Power Query

Click 'Transform Data' to open the Power Query Editor. Use the 'Merge Queries' function to join the Project Online table and the SharePoint list table using a common identifier, such as the Project ID or Resource Name.

Design the Status Report

Apply your changes in Power Query. Use the Power BI canvas to drag and drop visuals, combining planned hours from the Project dataset and the 100-character status notes from the SharePoint dataset into a single table or matrix.

Merge Project Online and SharePoint Data in Power BI

Data Relationships: Ensure the Project ID formatting in your SharePoint list exactly matches the ID format in Project Online to prevent data mismatch errors when joining the tables.

Solution 2

Automate Excel Updates to SharePoint Using Power Automate

If team members prefer writing status reports in Excel instead of SharePoint web forms, use Power Automate to sync their spreadsheet entries into the SharePoint list automatically.

Free Microsoft Office alternative

Manage Project Reports Easily with WPS Office

If your team needs a lightweight, cost-effective way to manage project schedules and team updates without setting up complex Power BI and SharePoint integrations, WPS Office offers powerful Spreadsheet tools. It provides a familiar interface to build, share, and track project status reports seamlessly.

1. Download and Install: Download WPS Office from the official website and install it on your device.
2. Access Project Templates: Open WPS Spreadsheet, go to the Template library, and search for 'Project Status' to find ready-to-use tracking sheets.
3. Collaborate with Team: Save your document to the WPS Cloud and share the collaboration link with your team for easy weekly updates.

Fully compatible with Microsoft Excel (.xlsx), Word (.docx), and PowerPoint formats.Rich library of built-in project management and Gantt chart templates.Lightweight software that runs smoothly on Windows, Mac, Linux, and mobile devices.Free to use with a highly familiar, user-friendly interface requiring no learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Can Power BI connect directly to Project Online?

Yes, Power BI Desktop can connect to Project Online natively using the OData feed connector. You simply need to input your Project Web App (PWA) URL and authenticate using your organizational credentials.

Why use a SharePoint list instead of Microsoft Project for team updates?

Team members often do not have Microsoft Project licenses. A SharePoint list provides an accessible, web-based form where resources can quickly enter short progress notes without needing specialized project management software.

How do I refresh the Power BI dataset when new SharePoint updates are added?

Once your Power BI report is published to the Power BI Service, you can configure a Scheduled Refresh in the dataset settings, or use Power Automate to trigger a dataset refresh immediately whenever a new item is added to the SharePoint list.

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