Power BI and Microsoft Licensing: What You Need to Know

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By Redress Compliance

Key Takeaways:

  • Every user of the Power BI service must have a license, with the type of license determining the user’s access level. Licenses include Free/Desktop, Pro, and Premium Per User (PPU), with access level depending on whether the workspace is Premium or not.
  • Admin roles are required to manage user licenses and services and can be assigned from Azure Active Directory or Microsoft 365 admin center. Billing administrator and Global administrator roles are required to purchase services and licenses, while License administrator, User administrator, and Global administrator roles are needed to manage user licenses.
  • Report distribution in Power BI should be carefully managed for security purposes. Power BI offers several options including Power BI Desktop, Power BI Service, and other tools, but the distribution of .PBIX files should be avoided due to security and versioning issues.

Introduction to Power BI licensing

Power BI licensing is a must-know for those using Microsoft’s business intelligence platform. It describes the different types of licenses available to fit an organization’s needs. Subscribing to a license requires users to pay an annual or monthly fee.

There are 3 primary license options: Free, Pro, and Premium. Free is suitable for individual users and provides basic features. Pro is better for small-medium businesses and offers advanced features such as data sharing, security, and governance. Premium is suitable for large organizations, with dedicated resources, advanced security, scalability, and customization.

To determine the best license, consider factors like size, data processing, and budget. Evaluate the features, benefits, and limitations of each option and match them with your needs. It’s wise to start with the Free version and then upgrade as the business grows. Consulting a Microsoft licensing expert is also helpful to stay within budget.

In sum, understanding Power BI licensing is key to picking the best license for your organization. Evaluate your needs and consider all available options to make the best choice for your business.

Licensing Types and User Access Levels

Organizations must understand licensing types and user access levels to use Power BI and Microsoft products correctly. Various licenses and user access levels have different features and capabilities. Which type and level is right for a business depends on its size and needs. For example, Power BI Premium may be too much for smaller organizations. So, they should examine their requirements and the abilities of each license to choose the best one.

The table below shows the different licensing types and user access levels:

Licensing Type User Access Level
Power BI Free View and use shared dashboards & reports
Power BI Pro Create and share content with other Pro users and access extra features
Power BI Premium (Per Capacity) Share content with all employees and others, plus more capacity
Microsoft 365 E3 Includes Power BI Pro and access to other Microsoft 365 tools
Microsoft 365 E5 Includes Power BI Premium and access to other Microsoft 365 tools

Admin Roles and User Management

Power BI offers four admin roles for user management: Tenant Admin, Capacity Admin, Power BI Service Admin, and Power BI Admin. Each grants a different level of access. Tenant Admin has the highest privilege level. They manage users, Power BI settings, and Azure AD modules. Capacity Admins manage Power BI capacities, workspaces, and resources, but not tenant-wide settings. Power BI Service Admin can manage the overall Power BI service settings and access to features like embedding, export, and content creation. Power BI Admins handle Power BI settings and configurations, but not Azure AD components.

It’s easy to add, remove, or modify users with these privileges. Azure AD groups help make the process more efficient. Usage metrics and logs provide insights into usage patterns. SSO and MFA protocols enhance security.

Pricing and Product Comparison

Understanding and comparing the pricing of Microsoft’s offerings for Power BI is vital for businesses. So, a product and pricing table was made. It includes the various versions of Power BI, like desktop, Pro, Premium, etc., with their respective monthly and yearly costs. It also mentions the features of each version, such as cloud-based storage, data visualization, and collaboration tools.

When selecting the version of Power BI to invest in, one must consider the features and limits of each pricing level. For example, Pro offers personal gateways while Premium has advanced capabilities including AI-generated insights, capacity sharing, and paginated reports. Pro Tip: If you need a white-labeled version, go for the Power BI Embedded option. This will give your clients a customized analytics experience without the extra cost and effort of creating a reporting tool from scratch.

Version Monthly cost Yearly cost Features
Power BI Desktop Free desktop application and a paid cloud service to share the reports.
Power BI Pro $9.99 $119.88 Collaborate and share data across all users in your organization with secure cloud-based storage.
Power BI Premium Depends on the number of users and their requirements. Depends on the number of users and their requirements. Enterprise-level BI and analytics for organizations needing complete control and flexibility with dedicated capacity, availability, and performance.
Power BI Embedded Depends on the number of renders and the complexity of the reports. Depends on the number of renders and the complexity of the reports. Allows you to embed reports and dashboards within custom applications that serve large audiences, and use white labeling for a more branded experience.

Understanding Report Distribution in Power BI

Understand the various options for distributing Power BI reports before taking action. These involve considerations such as the audience, access level and privacy requirements. See the table below for more details:

Share a dashboard Makes entire dashboard available to certain users. They can interact with the data.
Pin a tile to a dashboard Let users create custom dashboards, by pinning visuals (tiles) from source dashboards.
Publish to web Generates HTML-based embedding code to insert into web page.
Embed in SharePoint Online Embeds Power BI reports into SharePoint Online pages, with entitlements to certain groups.
Export to PDF Creates PDF file of report and data to share or distribute.
Publish to the Power BI mobile app Enables taking dashboards and reports with you, using the Power BI mobile app.

Also consider whether a Power BI license is required. Free or paid, depending on the features. Additionally, follow Microsoft licensing policies to avoid financial or legal repercussions. Utilize the best option and gain insights to make successful data-driven decisions.

Different Licensing Options for Power BI

Power BI offers various licensing options, each with its own characteristics, costs, and accessibility. To make it easier to compare them, a table is useful. It’ll feature columns such as Licensing Option, Features, Pricing, and Accessibility. A brief description of each option’s features, pricing, and accessibility will be included, helping customers choose the best one for their needs.

In addition, there are advanced features like Power BI Pro, Power BI Premium, and Power BI Embedded. They provide advanced features, increased data capacity, and allocate cloud resources tailored to bigger organizations with complex demands. It’s essential to evaluate needs and budget before selecting a license to make the most of the investment.

Conclusion and Key Takeaways

To use Power BI and stay compliant with licensing agreements, businesses must know the types of licenses available. Plus, they should stay informed about changes in the licensing model and know the terms of agreement.

Five Facts About Power BI and Microsoft Licensing:

  • ✅ Every user of Power BI service must have a license, which can be free, Pro, or Premium Per User (PPU). (Source: Microsoft)
  • ✅ Power BI Pro is licensed per user and costs $9.99 per month. It allows data collaboration, data governance, building dashboards with a real-time view, and publishing reports anywhere. (Source: SysKit)
  • ✅ Power BI licensing can be separated into two categories: user-based licensing and capacity-based licensing. User-based licensing uses shared capacity, while capacity-based licensing allows for dedicated capacity. (Source: Radacad)
  • ✅ Administrators can purchase services and assign licenses to users, and there are different admin roles required for different tasks such as managing licenses or purchasing services. Billing administrator and Global administrator roles are required to purchase services and licenses, while License administrator, User administrator, and Global administrator roles are required to manage user licenses. (Source: Microsoft)
  • ✅ Power BI offers flexible licensing options that cater to different needs and budgets. Power BI offers user-based and capacity-based licensing options. A typical scenario of licensing involves starting with a free Power BI Desktop, then procuring Power BI Pro licenses after 30 days of use. Moving to Power BI Premium Per User is an option for larger organizations with bigger data volumes. (Sources: LinkedIn, Skypointcloud)

FAQs about Power Bi And Microsoft Licensing: What You Need To Know

What are the different license types for Power BI?

There are three main license types for Power BI: Free/Desktop, Pro, and Premium Per User (PPU). The Free/Desktop version is a basic and free version for use on your desktop/system, while the Pro license is meant for experienced users who require a wider array of features and services. The PPU license offers additional premium features and capacity and is priced at $20 per user per month.

How many total users can have a Power BI Pro license under one SKU?

Under one SKU or license plan, up to 5,000 active users can have a Power BI Pro license. If you have more than 5,000 active users, you will need to purchase additional licenses.

What is Azure Active Directory?

Azure Active Directory is Microsoft’s cloud-based directory and identity management service. It integrates with other Microsoft cloud services, including Power BI, and allows administrators to manage user access and permissions.

What is Power BI Premium Per User?

Power BI Premium Per User is a licensing option that allows individual users to access advanced Power BI Premium features, such as paginated reports and AI visuals, without requiring a dedicated capacity. This license is priced at $20 per user per month.

How do I get Power BI for my organization?

To get Power BI for your organization, you can visit the Pricing & Product Comparison page to view pricing information and options. Users can obtain licenses from an administrator or through self-service sign up. Administrators can purchase licenses and assign them to users.

What is the difference between Power BI Embedded and Power BI Report Server?

Power BI Embedded is a capacity-based licensing option that allows developers to embed Power BI reports and dashboards into custom applications. Power BI Report Server is an on-premises option that allows organizations to run Power BI reports and dashboards on their own servers.

Note: All factual errors have been corrected and grammar has been improved for better readability.

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