This week, we released the first version of our Tableau Migration Checklist as a free Notion Template. Our BIChart Tableau Migration Checklist is designed to help you plan your migration in its entirety. We will continue refining and growing our checklist to help share the collective intelligence from partners and customers.
Successfully migrating and consolidating your BI Platform, like any tech migration, requires a game plan and team to execute. If you need help connecting with great experts, assessing your Tableau assets, or completing your migration, we are here to help!
The following tasks and sub-tasks are included in our free Notion Template
Identify Team and Skills Gap Analysis
Shared
- Assign project sponsor, migration lead, data architect, and visualization lead
- Evaluate team readiness for cloud deployment, security, and governance
- Define responsibilities across IT, BI, and business teams
- Plan training and enablement sessions
Tableau Cloud
- Validate Tableau Server admin and site admin roles for transition
- Train creators and viewers on Tableau Cloud publishing and scheduling
- Review web authoring vs Desktop authoring workflow changes
Power BI
- Identify DAX and Power Query expertise needs
- Plan training for semantic modeling, workspace management, and deployment pipelines
- Assign workspace admins and dataset owners
Inventory of Current User Roles and Permissions
Shared
- Export current permissions and role assignments from the existing environment
- Document SSO/AD group structure and authentication methods
Tableau Cloud
- Map Server roles (Creator, Explorer, Viewer) to Cloud equivalents
- Validate site-level permissions, projects, and content ownership
- Migrate groups and users via SCIM or manual sync
- Test SSO integration and MFA enforcement
Power BI
- Map Tableau roles to Power BI workspace roles (Admin, Member, Contributor, Viewer)
- Define RLS roles, dataset-level permissions, and app audiences
- Align workspace access with AD security groups
Document Current Data Pipelines and Integration Requirements
Shared
- Map all source systems, ETL/ELT pipelines, and data refresh logic
- Document extract schedules, refresh frequency, and dependencies
Tableau Cloud
- Determine which connections can be moved to Tableau Cloud (live vs extract)
- Configure Tableau Bridge for on-premises data sources
- Rebuild refresh schedules in Cloud environment
- Validate credentials and connection types post-migration
Power BI
- Inventory all Tableau Cloud data sources for replacement or refactoring
- Map each data source to Power BI connection type (Import, DirectQuery, Fabric)
- Establish new pipelines in Dataflows or Fabric Workspaces
- Validate query folding and refresh performance
Map the Ideal Migration Delivery Model and Process
Shared
- Decide on phased rollout vs. full cutover
- Define development, staging, and production environments
- Create rollback and backup procedures
- Establish validation and UAT process
Tableau Cloud
- Stage content by project or department for phased deployment
- Validate workbook and dashboard rendering in web authoring mode
- Set a communication plan for users during the transition
Power BI
- Define lift-and-shift vs. redesign strategy
- Group Tableau Cloud content by complexity (simple → direct rebuild, complex → redesign)
- Establish deployment pipelines and environment variables
Data Connection and Access Assessment
Shared
- Catalog all connections, credentials, and network dependencies
- Verify firewall, gateway, and security settings
Tableau Cloud
- Assess data connectivity via Tableau Bridge and supported connectors
- Verify OAuth and service accounts for scheduled refreshes
- Monitor extract performance and Bridge agent load
Power BI
- Reassess each source for a cloud or on-premise access path
- Configure on-premise Data Gateway or Fabric Data Pipeline connections
- Standardize credentials via service principals or managed identities
Data Governance and Quality Requirements
Shared
- Define ownership and stewardship for all data sources
- Document lineage and data certification process
- Establish metrics glossary and naming standards
- Implement data quality monitoring and review cadence
Tableau Cloud
- Set up certified data sources and projects
- Enable usage metrics and data catalog visibility
- Audit workbook lineage to published data sources
Power BI
- Define the dataset endorsement and certification process
- Apply sensitivity labels and DLP policies
- Align with Fabric or Purview data catalog lineage
Data Model and Workbook Utilization
Shared
- Inventory fields, calculations, parameters, and filters
- Identify duplicate logic and redundant datasets
Tableau Cloud
- Validate LODs, table calcs, and parameter dependencies
- Optimize extracts and hyper file performance
- Decommission unused data sources
Power BI
- Translate Tableau LOD and table calcs into DAX expressions
- Build semantic models with star schema structure
- Implement calculation groups and measure tables
Catalog Workbooks, Sheets, and Dashboards
Shared
- Build a comprehensive inventory with usage metrics. We are here to help with our BIChart Assessment.
- Prioritize migration order by business impact
Tableau Cloud
- Archive or retire unused content pre-migration
- Test web rendering and filter interactions
- Confirm subscriptions and alerts are re-created
Power BI
- Screenshot reference visuals for parity testing
- Recreate dashboards using Power BI visuals and layouts
- Validate interactivity, drillthroughs, and tooltips
Infrastructure Compatibility Assessment
Shared
- Assess hosting architecture, performance, and scalability requirements
- Verify security posture and compliance requirements
Tableau Cloud
- Estimate site capacity and extract limits
- Review data residency and regional hosting options
- Test browser performance and load times
Power BI
- Determine workspace capacity (Pro, Premium, or Fabric SKU)
- Test refresh concurrency and dataset size thresholds
- Evaluate licensing and compute requirements
Technology and Tools Assessment
Shared
- Review supporting tools for migration, governance, and monitoring
- Document version control, automation, and API usage
Tableau Cloud
- Validate compatibility of current extensions and connectors
- Plan for Tableau Prep or Bridge integration
- Use Tableau REST API for bulk migration or content updates
Power BI
- Evaluate use of Power BI Helper, ALM Toolkit, Tabular Editor
- Assess automation for deployment and monitoring
- Determine integration with Azure, Fabric, or Purview
Budget Analysis
Shared
- Estimate migration cost by phase and environment
- Include training, dual-license overlap, and testing costs
- Track ROI based on reduced maintenance and improved adoption
Tableau Cloud
- Account for subscription licensing and Bridge deployment cost
- Budget for possible capacity expansion
Power BI
- Estimate capacity or Fabric compute costs
- Include model redesign or optimization labor
Adoption and Success
Shared
- Define adoption KPIs (usage, satisfaction, refresh success)
- Develop internal communications and training materials
Tableau Cloud
- Create “Welcome to Tableau Cloud” training and support hub
- Launch internal success metrics dashboard
- Capture post-go-live feedback
Power BI
- Conduct analyst enablement on new modeling and visualization workflows
- Launch executive summary dashboards for leadership adoption
- Track migration success metrics and user feedback
