This article provides guidance for NHSmail Phone System Administrators on how to access their organisation’s Calling Plan usage data via the reporting capabilities which are available in the Phone System Power App. Administrators can track minute usage, licence consumption and individual Domestic and International call data for their organisation/s.
Email alerts are also generated from this reporting functionality. Phone System Administrators will be alerted once their organisation has used 80% and then 100% of the Calling Plan pool of International and/or Domestic minutes allocated to their organisation.
This article will outline how to complete the following actions:
- Accessing the Calling Plan Reporting Dashboard
- Viewing the Calling Plan Reporting Dashboard Data
- Exporting Calling Plan Reporting Data
Accessing the Calling Plan Reporting Dashboard
Important Note: All Phone System Administrators will need to have been assigned a free Power BI licence to be able to access the NHSmail Teams Phone System Reporting functionality within the Phone System Power App.
Local Administrators (LA role assigned) will need to go to the NHSmail portal and assign their organisation’s Phone System Administrators a free Power BI licence.
1. Log in to the Phone System Power App and select ‘View Dashboards’ from the Home screen.
2. You will be directed to the Reporting landing screen which will provide an overview of what data can be viewed on each of the different dashboards.
Important Note: If your organisation is using Calling Plans, the Direct Routing report will be empty.
3. Select either the ‘Calling Plans’ button or the ‘Calling Plans’ tab at the bottom of the screen to access the Calling Plans dashboard report.
4. The Calling Plan dashboard will be displayed providing an overview of all Calling Plan usage and available minute data for your organisation. The ODS drop-down list allows you to choose which organisation you’d like to view data for.
Important Note: Please be aware of the following NHSmail Teams Phone System configuration permissions for Primary and Local Phone System Administrators.
If you are a Phone System Primary Admin, you have permissions which enable you to do the following:
- View Phone System reporting data for your own organisation
- View Phone System reporting data for other organisation within your ODS code mapping
- Export reporting data for your own organisation
- Export reporting data for other organisations within your ODS code mapping
If you are a Phone System Local Admin, you have the permissions to complete the following actions:
- View Phone System reporting data for your own organisation
- Export reporting data for your own organisation
For more information on the Primary and Local Teams Phone System Administrator Roles, please see this article.
Viewing the Calling Plan Reporting Dashboard Data
1. Once you have selected the ODS code of the organisation you’d like to view data for, you will be able to use the additional filters displayed on the top right of the screen. These can be used to filter the report data by user (UPN), Month and Year.
2. At the top of the screen, you will see information on the number of available licences which the owning organisation has and the available minutes those licences (if applied) would provide.
3. Beneath the available licences and minutes box, you will find two boxes which show the monthly available domestic minutes and the monthly available international minutes. A usage gauge is provided, showing the percentage of minutes used by the organisation.
The gauges use a traffic light system to indicate the total usage as per below:
| Colour | Percentage of Minutes Used |
| Green | Less than or equal to 79% of monthly usage |
| Amber | Greater or equal to 80% but less than 100% |
| Red | Greater than or equal to 100% but less than 120% (indicating organisations have hit their limit and used all their minutes) |
Important Note: If you do not have a Domestic and International Calling Plan licence, then the international minute usage sections of the Calling Plan reporting dashboard will be empty.
4. A bar chart is also included in this report, providing a comparative view of minutes used in outbound calls by month for both domestic and international calls.
5. Scrolling down on the report will provide a table view of individual calling data for the organisation/s selected, showing information pertaining to each call made.
Exporting Calling Plan Reporting Data
Phone System Administrators can export Calling Plan reporting data from the Power App. To do this, please complete the actions below:
1. At the right-hand side of any of the Calling Plans reporting dashboard sections, there will be 4 icons. Select the fourth dotted icon labelled ‘More options’.
2. Select ‘Export data’ from the window which appears.
3. A pop-up box will appear asking you to select which data you’d like to export. Select either ‘Data with current layout’ or ‘Summarized data’ and then select ‘Export’.
If the export option is not available, you can raise a request via Helpdesk Self-Service for this option to be made available to you.
4. The data will then be exported to your desktop in csv format. If this has completed successfully, a success message will appear on the screen.
| Last Reviewed Date | 17/04/2023 |
