Both Power BI & SSRS are Microsoft BI tools with more than dozens of functionality & benefits. We often get overwhelmed about which tool to choose when it comes to Power BI vs SSRS for reporting. Let’s find the basic differences & benefits of each of them.
 

What is Power BI?

Power BI is a collection of software services, applications, and connectors that operate collectively to convert disparate data sources into rational, visually immersive, and engaging insights. Your data could be in the form of an Excel spreadsheet or a set of hybrid data warehouses that are both cloud-based as well as on-premises.

Power BI makes it simple to connect to your data sources, visualize and uncover what matters, and share your findings with whomever you choose.
 

What is SSRS?

SQL Service Reporting Service (SSRS) is a report-generating platform that runs on a server. SSRS is primarily used for enterprise data visualization, similar to Power BI but with a more traditional approach. It can be used to create, examine, and share reports.

SSRS has a programming interface as well as a collection of processing components that are all integrated. Since SSRS has fewer graphical, drag-and-drop features and more programming-based tools for report creation, it necessitates more manual labor.

It’s like a Microsoft product, and it’s part of the SQL Server suite. It works in tandem with other programs such as Visual Studio and SQL formatting tools.
 

Why & When We need SSRS

Why SSRS?

The following are some of the most compelling reasons to use the SSRS tool:
•  As compared to Crystal Reports, SSRS is a more powerful tool.
•  Reports on relational and multidimensional data are processed faster.
•  Provides users with a better and more reliable decision-making system.
•  Allows users to engage with data without the need for IT assistance.
•  It connects to the World Wide Web for the purpose of distributing reports. As a result, reports are accessible over the internet.
•  SSRS allows you to export reports in a variety of formats. Email can be used to transmit SSRS reports.
•  SSRS has a number of security capabilities that allow you to manage who has access to which reports.
 

When do we need SSRS?

If you only need to generate and use simple, paginated reports on-premises in an enterprise, SSRS is the way to go. In that regard, SSRS is also cost-effective.
 

Types of Reports SSRS Generates

• Parameterized reports: A parameterized report finalizes report or data processing by using input values. You can alter the output of a report using a parameterized report by adjusting the values that are specified when the report runs. Drillthrough reports, linked reports, and subreports are all common uses for parameterized reports, which connect and filter reports with relevant data.

• Linked reports: A linked report is a report server item that offers a link to a previously published report. It’s akin to a program shortcut that you use to start a program or open a file in terms of concept.

• Snapshot Reports: A report snapshot is a report that provides layout information and query results acquired at a certain point in time. Report snapshots are analyzed on a schedule and afterward saved to a report server, unlike on-demand reports, which obtain up-to-date query results as you select the report. The report server gets the stored report from the report server database and displays the data and design that were relevant for the report at the time the snapshot was generated when you choose a report snapshot for viewing.
 

Report Snapshots serve three main purposes

Historical Data: You may create a history of the report that displays how data changes over time by taking a series of report snapshots.

Consistency: Whenever you want to give consistent results for different users who should work with the same data sets, use report snapshots. An on-demand report can offer diverse findings from one minute to the next when dealing with variable data. A report snapshot, on the other hand, enables you to compare data from the same moment in time to data from those other reports or analytical tools.

Performance: You can save time by arranging large reports to execute during off-peak hours & offer other benefits as below. 

1. Cached reports: A cached report is a copy of a processed report that has been saved. Cached reports increase speed by lowering the number of processing requests sent to the report processor and the time it takes to obtain large reports. They must expire after a certain amount of time, which is commonly measured in minutes.
2. Clickthrough reports: When you click the interactive data within a model-based report, a clickthrough report displays relevant data from a report model. The report server generates these reports using the information given in the report model. When a clickthrough report is viewed, the person who designed the model selects which fields are interactive and which fields are returned. The report creation tools do not allow you to update certain field settings.
3. Drilldown reports: Drill-down reports hide intricacy at first and allow the user to toggle selectively hidden report components to tailor the amount of detailed data they view. Drilldown reports are required to obtain all data that can be displayed in the report. 
4. Drillthrough reports: Drill through reports are ordinary reports that can be viewed via a hyperlink in the original report’s text box. Drillthrough reports are used in conjunction with main reports and are the target of a drill through action for a report item like placeholder text or a chart. The main report provides summary data in a matrix or graphic, for example. Drillthrough links to reports based on the aggregation in the main report are provided by actions defined in the matrix or chart.
5. Subreports: A subreport is a report that presents a different report within the main report’s body. A subreport is akin to a frame in a Web page in terms of concept. It’s used to put a report inside another report. A sub report can be created from any report. Various data sources can be used in the subreport than in the main report. The report that the subreport displays are normally kept in the very same folder as the parent report on a report server. The parent report can be configured to transmit parameters to the subreport.

As per the Mssqltips – “The number of available data sources available in Power BI surpasses the number of available connections in SSRS, likely by a 5 to 1 ratio” 

 

What are the Components Of SSRS?

 

Use the SSRS APIs in bespoke apps to combine or enhance data and report processing. This architecture is mostly made up of the components and tools listed below:

1. Report Builder: This component allows for easy report design and drag-and-drop capability. Report Builder is a client-side end-user report publishing application that runs on a client computer.
2. Report Designer: You may use the Report Designer tool to create both simple and complicated reports. Report Designer is a publishing tool that may be found in either BIDS or Visual Studio.
3. Report Manager: This program makes it simple to access web-based reports. The Report Manager’s default URL is http://server>/reports
4. Report server: This is a server that stores metadata using the SQL Server database engine.
5. Report server Database: It holds metadata, resources, report definitions, security settings, delivery data, and so on.
6. Data sources: Data is retrieved from data sources such as relational and multidimensional data sources by reporting services.

 

Why & When We need Power BI?

1. A fast start: With a simple setup, no training necessary, and dashboards for services like Salesforce, Google Analytics, and Microsoft Dynamics, you’ll be able to receive insights immediately.
2. A more efficient publication and dissemination process: Analysts upload visualizations to the Power BI service rather than emailing or putting them on a shared disc, and their data is updated anytime the underlying dataset is changed.
3. Information that is updated in real-time: As data is sent or streamed in, dashboards refresh in real-time, allowing viewers to instantly solve problems and uncover possibilities. Real-time data and visuals can be displayed and updated in any report or dashboard. Factory sensors, social media sources, and anything else that can gather or send time-sensitive data can be used as streaming data sources.
4. Customize the Power BI app’s navigation: Report developers can adjust navigation to help viewers discover content quickly and comprehend the relations between various reports and dashboards using the “app navigation experiences” feature.
5. Customizable security features: Report developers can use row-level security (RLS) access filters to guarantee that users only see information that is pertinent to them, reducing the chance of people viewing data they shouldn’t.
6. Cortana integration: Power BI integrates with Cortana, Microsoft’s digital assistant. Users can obtain charts and graphs by asking inquiries in plain language. This is especially beneficial for people who utilize mobile devices.
7. Artificial Intelligence: Image recognition and text analytics are available in Power BI, as well as the ability to develop machine learning models and interact with Azure Machine Learning.
 

When to Use Power BI?

Power BI is a great option when:
• Report creation may be readily taught to all users.
• There is a lack of coding expertise.
• It’s necessary to create interactive reports
 

Power BI Paginated Reports vs SSRS reports: Key Differences

 

Benefits of Power BI over SSRS

• Unlike SSRS, Power BI is available for free. We must obtain a SQL Server license in order to use SSRS. However, in order to use PBIRS, we must get a Power BI premium license.
• Power BI is more graphical and current, whereas SSRS takes longer and requires more manual effort to analyze data and generate reports.
• PBIRS can be thought of as the more feature-rich version of SSRS.
• Power BI is coupled with Cortana for an AI-based experience, however, SSRS does not have this feature.

 

Paginated report in SSRS vs Paginated report in Power BI

Power BI paginated reports are designed to be printed or converted to PDF. They also enable you to create layouts that are highly formatted and pixel perfect. Paginated reports are therefore appropriate for operational reports such as sales invoicing.

Consider utilizing a paginated Power BI report when:

• You’re aware that the report must be printed or saved as a PDF file.
• Data grid layouts have the potential to expand and overflow. Consider that a table, or matrix, in a Power BI report can’t automatically resize to show all data; instead, scroll bars are provided. When printed, however, there will be no way to scroll to disclose any material that is out of view.
• Paginated features and capabilities of Power BI work in your favor.

 

Create, distribute, and manage paginated and mobile reports.

The SSRS solution allows you to give the appropriate information to the right people at the right time. The reports can be seen in a computer browser, on a mobile device, or via email.
 

SQL Server Reporting Services now includes the following new features:

• “Traditional” paginated reports have been upgraded, allowing you to produce modern-looking reports with updated tools and capabilities.
• New mobile reports with a responsive layout that adapts to various devices and how they are held.
• A modern web gateway that can be accessed using any modern browser. You can organize and display mobile and paginated Reporting Services reports and KPIs on the new portal. Excel workbooks can also be stored on the portal.

 

Migrating from SSRS to Power BI in short

The report server is configured in two ways for SSRS:

• Native Mode
• SharePoint Integrated Mode

We can move reports from On-Premises SSRS to the Power BI report server based on the existing SSRS mode. The standard steps for transitioning from SSRS to Power BI are as follows:

• Make that the database, application, and configuration files are all backed up.
• Make a copy of the encryption key.
• Clone the database on your report server where your reports are stored.
• Set up the Power BI Report server. You can install the PBI RS Server on the same server as the SSRS instance if you’re utilizing the same hardware.
• Connect to the cloned database and configure the report server using the Report server Configuration Manager.
• Clean up the SSRS (Native mode) instance as necessary.

Migrating from SSRS (SharePoint-integrated mode) to Power BI Report server is more difficult than switching from a native mode. This migration will undoubtedly provide some difficulties.
 

Challenges in Replacing SSRS with Power BI

ON-PREMISEs VS. CLOUD

Power BI is a cloud-based solution, whereas SSRS is a server-based solution. This has a significant impact on how data is kept and disseminated. As a result, Power BI can leverage data from a variety of cloud sources. SSRS, on the other hand, is limited to data stored on on-premises servers.

You must obtain a SQL Server license, specify requirements and scope, customize/create your software to meet the requirements, deploy, develop reports in a coding interface, schedule data refreshes, and so on in order to use SSRS. Although Power BI is free, PBIRS requires the purchase of a Power BI Premium license.
 

Replacing the server

• It’s fine to migrate SSRS 2012/2014/2016 to Power BI. However, the PBI RS server has certain problems while migrating from SSRS 2017. The SSRS configuration manager failed to run a script that refreshes the SSRS 2017 ReportServer database, allowing it to interact with Power BI objects. To fix this, open SQL Compare after the migration, compare the schema of the SSRS 2017 database with the schema of a brand new ReportServer database created by the PBI RS server, and push the missing objects into the SSRS database. For the service to work, it must be restarted.
• Specific SharePoint report server content must be moved to the PBI RS Server. PBI RS Server to be installed someplace in the environment to accomplish this.
• Tools like rs.exe should be used to copy report server content from the SharePoint environment to Power BI Report server.

 

Reports in SSRS and Microsoft Power BI

• SSRS is a traditional reporting and analysis system that requires manual work and time. Power BI, on the other hand, is more graphical and current. To create reports, Power BI includes a graphical interface with drag-and-drop functionality. Working with unstructured data, modern rendering, publishing, integrating, and collaborating across platforms is simple.
• For simple SSRS reports, moving the queries to Power BI and reproducing the same graphics is simple (tables, charts, etc.). Power BI places a greater emphasis on interactivity and data exploration than SSRS. You can edit reports as you convert them to use features like slicers, cross-filtering, and drilldowns.
• On the other side, SSRS has a plethora of fine-tuning tools that Power BI simply lacks (including an entire expression language). You can accomplish a lot of things using SSRS that you couldn’t do as easily with Power BI.
• PBIRS (Power BI Report server) is the successor to SSRS and has greater functionality.
• Cortana has been incorporated into Power BI for AI-based natural language, Q&A about your data, and reports. This feature is not available in SSRS.
• You can still use the standard data connections if you’re utilizing SSRS/Paginated Reports. You can only use Analysis Services with Power BI reports.
• In order for the object to refresh, credentials must be stored in the report. The pinning procedure really creates an SSRS subscription that executes only with stored credentials. Furthermore, if the item name is changed, the object will no longer update based on the subscription. Furthermore, if the pinned object is erased, the associated subscription is not removed automatically and must be done so manually.
• Finally, an error occurs if you attempt to pin an object while the SQL Server Agent is not operating. To pin objects, the SQL Server Agent must be executed in the same place as the SSRS database.

 

Conclusion

The decision between the two:- Power BI versus SSRS – will be made in the end based on organizational needs. SSRS is a classic tool, but Power BI is cutting-edge. As time goes on, Microsoft’s focus may shift, and SSRS may become a part of Power BI reporting capabilities. However, SSRS has its own customer base, which will continue to grow in the future. Reporting services are improving thanks to technologies like Power BI and SSRS, and end-users from all walks of life are reaping the benefits. After all, successful business intelligence relies heavily on data visualization.