Overview

An organisation’s Key Performance Indicators can be added first and then they can be used to assess performance after creating targets, entering actuals, viewing graphs of the KPI and linking the KPI to the Organisational or Planning structure.

Go to Planning > Performance Management > KPIs.

The KPI list on the right displays all available KPIs in the system.

All single, normal KPIs are displayed with their KPI title.

KPI types, however are indicated as a superscript; ‘Trend’  KPIs by a small red ‘T’, ‘Rollup’ KPIs with a small red ‘R’ and ‘Calculated’ KPIs with a small red ‘C’.

Refer KPI Types for more information.

You can filter these records by ‘Only My KPIs’ which will display only the KPIs that you are responsible for. You can alternatively filter to view only the ‘Active’ KPIs, which will prevent any inactive KPIs from being displayed.

If you choose ‘Archived’ KPIs, it will display KPIs which are no longer shown in the default list because they have the ‘Archived’ checkbox ticked. 

You can also conduct a keyword search by typing in a few letters of the title and hitting ENTER on your keyboard.

Creating a KPI

To create a KPI, follow the steps below.

• STEP 1: Go to Planning > Performance Measurement > KPIs
• STEP 2: Click on the ‘New’ icon at the top of the KPI list on the right-hand side of the screen.

• STEP 3: Using the tick boxes on the top of the page, you can define if the KPI will be 'ACTIVE', 'ARCHIVED' and 'CONFIDENTIAL'

• STEP 4: Enter a name for your KPI. Ensure that this name accurately describes what is being measured. The field length in the KPI name field is limited. So you may need to abbreviate some words. Include any additional information such as what the KPI means and how your organisation calculates it, in the Notes box below.  
  Add tags to the KPI from the tag field. Tags must be configured from the ‘Tag Configuration’ area (Strategy Navigation> Administration> Configuration> Tag Configuration) by the administrator in order to add tags here.
  

  Note: ‘Enable tags to Actions, Tasks and KPIs’ setting should be enabled to view tags here.

• STEP 5: Enter a unit of measurement by clicking on the drop-down list ‘UNIT’ and select the most suitable one.
  Examples include number, percentage, days, and currency. This is the ‘Y’ axis of the KPI graph.  
• STEP 6: Select a period which indicates how often you want to measure this indicator.
  For example, is it Monthly, Quarterly or Annually?  It is important that this is chosen correctly in the first instance as it cannot be modified once created.    
• STEP 7: Choose your aggregation method from the available options: Cumulative, Normal and Average.

• The cumulative method will result in the system summing up values based on the time frames selected.  
• The normal method will return the figure for the last closing reporting period within the selected time frame.
• The average method will display data as an average of the period of analysis. 

Important: If you have changed the KPI aggregation at any time after setting it up, you will need to resave the targets and actuals tab (resave the current data) in order for the calculations to be refreshed and reflect correctly within other screens/reports, etc.

• STEP 8: Select the calculation method for the KPI which determines the rules behind the traffic light reporting. You can choose Less is better, More is better or Goal Post as the calculation method.

• STEP 9: Click on the 'Time Horizon' drop-down list in order to choose how the KPI graphs and values are displayed.

This is an optional field which can be activated by CAMMS if requested as part of your Scoping Day. There are three options; YTD, Period and Rolling. If not activated, the Time Horizon will be set to Period as default.

• STEP 10: Click on the 'Actual' drop-down list to choose what value should be displayed within the system with regards to the KPI's actual.

There are three options: Actual number, Actual Variance percentage or Actual variance number.

• Actual # is the usual actual that is used within the system. It shows the actual that you have entered or the actual which has been calculated (for calculated KPIs) or the actual which has been imported via integration.
• Actual Variance # will display KPI graphs and in EIS the variance of the actual entered to the target entered as an absolute number. Calculated as Actual minus Target (taking the aggregation method of the KPI into consideration).
• Actual Variance % will display KPI graphs and in EIS the variance of the actual entered to the target entered as a percentage. Calculated as ((Actual minus Target)/ Target) *100 (taking the aggregation method of the KPI into consideration).

 The below shows an example of a cumulative KPI:

•  STEP 11: Select a responsible officer from the drop-down list provided.
  You can also select a Reporting Officer who will have access to update the actual values of the KPI such as a Personal Assistant.  
• STEP 12: Add a relevant document
• STEP 13: Custodian and Data source fields can be used to record the bodies which own the data or where the data has come from respectively.  
• STEP 14: You can link a KPI to an Agency as per the list of Agencies established by your administrator.  
• STEP 15: Choose the KPI category between Efficiency, Effectiveness, and Workload
• STEP 16: Choose the time frame of either lead or lag that is best suited to your KPI.

• STEP 17: Select one of three input types;

• Input: indicators of whatever the organisation uses to produce outputs
• Outcome: indicators of the results achieved from the services provided
• Output: indicators of service, quality, timeliness, and cost in management and delivery of services 
  

• STEP 18: Select a KPI Type. Selection must be made very carefully as it cannot be changed after the record has been saved. The options are Normal, Trend or Calculated. The latter option is an optional feature which can be activated by CAMMS if requested as part of your Scoping Day. Similarly, make a selection between Single and Rollup from the choices below. For more information on how each of these selections determines your KPI's functionality and graphing mechanisms refer the relevant topics below:

• Rollup KPIs
• Trend KPIs
• Calculated KPIs

Assuming that you are creating a Normal, Single KPI:

• STEP 19: Tick the “Show Forecast” and “Show Benchmark” tick-boxes to allow you to enter and display additional KPI data. When enabled from this page, you will be able to enter values for them within the Targets/Actuals tab and standard KPI graphs will plot them as additional lines. You can tick the "Show Additional Benchmark Fields" if you wish to include additional benchmark fields.
• STEP 20: Click SAVE to save the entry or CLOSE to exit without saving.
• STEP 21: Once a KPI is created navigate to the Target/Actual tab and click Save. This step is mandatory until you Save the Target/Actual tab the relevant KPI will not reflect in any KPI Related reports.

Linking KPIs

A KPI can be linked to any level of the hierarchies so that you can see relevant KPIs for each planning level or department i.e. KPIs can be linked multiple times.

To do this, follow the steps below.

• STEP 1: Go to Planning > Performance Measurement > KPI where a list of all available KPIs on the right-hand side and the available hierarchies on the left-hand side is displayed.
• STEP 2: To begin making linkages, expand the hierarchy by clicking on the plus icon and click on the level you want to link the KPI to. The selected area will appear in the center of the screen, displaying any KPIs that are already linked to it.

• STEP 3: Left click on the item you want to link and hold the mouse button down while you drag it to the center.

• STEP 4: Click SAVE to save the linkage or CLOSE to exit without saving. Use the ‘REMOVE’ button to remove a linkage that is not needed.

Related Plans

Once a KPI has been created, targets must be entered in order to assess its performance. 

To do this, follow the steps below.

• STEP 1: From within a KPI record, click on the Targets/Actuals tab.

• STEP 2: Begin by selecting a reporting year from the drop-down list.
• STEP 3: Now enter your target and variance for the whole reporting year.
  

  Note: The number of periods displayed on this page is determined by the ‘PERIOD’ selection made on the KPI tab. For example, if you selected Quarterly, you will be able to enter data for the four quarters; and a selection of Monthly would enable the entry of data for the twelve months.

• STEP 4: Click 'REPLICATE' or 'SPLIT' as required.

• Average and normal aggregation methods will allow you to REPLICATE the full year’s target into each period target for that year.
• Cumulative aggregation methods will allow you to SPLIT the full year’s target into each period for that year, which will divide the yearly target among the periods of the year.  
  

• STEP 5: Actuals for the KPI as well as any Notes on the period’s performance may also be entered here for every period of each reporting year. Updating however, is generally done by the responsible or reporting officer from their homepage.  

• STEP 6: If you ticked the Show Benchmark and Show Forecast options in the KPI tab, you will see additional columns which allow you to enter data for these fields.

• STEP 7: Click SAVE to save the entry or CLOSE to exit without saving.

The Administrator can select to replicate the KPI targets, variances, benchmarks and forecast from one reporting year to another through settings. Please refer to Replicate KPI Targets under administration on how this option can be used.

Setting up Targets

Once a KPI has been created, targets must be entered in order to assess performance.

To do this, follow the steps below.

• STEP 1: From within a KPI record, click on the Targets/Actuals tab.

• STEP 2: Begin by selecting a reporting year from the drop-down list.
• STEP 3: Now enter your target and variance for the whole reporting year.
  

  Note: The number of periods displayed on this page will have been determined by the ‘PERIOD’ selection made on the KPI tab. For example, if you selected Quarterly, you will be able to enter data for the four quarters; a selection of Monthly would enable the entry of data for the twelve months.

• STEP 4: Click 'REPLICATE' or 'SPLIT' as relevant.

• Average and normal aggregation methods will allow you to REPLICATE the full year’s target into each period target for that year.
• Cumulative aggregation methods will allow you to SPLIT the full year’s target into each period for that year, which will divide the yearly target among the periods of the year.  

• STEP 5: Actuals for the KPI, Notes and Tags on the period’s performance may also be entered here for every period of each reporting year. Updating however, is generally done by the responsible or reporting officer from their homepage.

• STEP 6: If you ticked the Show Benchmark and Show Forecast options in the KPI tab, you will see additional columns which allow you to enter data for these fields.

• STEP 7: Click SAVE to save the entry or CLOSE to exit without saving.

The administrator can select to replicate the KPI targets, variances, benchmarks and forecast from one reporting year to another through settings. Please refer to Replicate KPI Targets under administration on how this option can be used. 

KPI Graphs

To view a graphical representation of a KPI, click the Graph tab.

It displays target and actual information for the reported period, and the previous period.  However, you can select the period of the data by defining the dates in the From and To boxes.

You can toggle between normal and cumulative displays by using the ‘DISPLAY CUMULATIVE’/ ‘DISPLAY NORMAL’ tick box.

This tick box is only visible for KPIs with Normal or Cumulative aggregation. When you view the chart for a cumulative KPI, you can tick the  'Display Normal' box to switch the chart to the normal view. Likewise, when you view the chart for a normal KPI, you would have 'Display Cumulative' tick box to switch the chart to the cumulative view. This tick box will not be available for KPIs with Average aggregation.

If the KPI is always meant to be shown as cumulative, you can change your KPI Aggregation to be ‘Cumulative’ and then the ‘Display Cumulative’ tick box will always be ticked for the graph view. However, this will also show cumulative targets and actuals in your reporting and all other Viewing areas as well.

Also, you can select the chart type (Static or Interactive) using the My Settings page.

• Static - The KPI graph used in the previous version
• Interactive - KPI graph with Interactivity, newly introduced.

If you are using the static view, you have the following options to change the chart display:

A summary of the interactive chart options is given below:

Links Tab

Within the KPI area, you may click on the ‘Links’ tab for a quick and easy way to see what links the KPI has within the Planning and Organisational tree.

Links may be removed in this area as well by clicking the ‘REMOVE’ button. Automatic links for Rollup KPIs will need to be removed from the targets and actual tab by clicking “delete KPI nodes” button.

Types of KPI

There are a number of different types of KPIs available within the system.  These include Normal, Calculated and Trend KPIs, as well as single and Rollup KPIs.

• A Rollup KPI can aggregate or average through different hierarchies, such as the planning or organisational hierarchy.  This enables users to input data at the lowest level, and the system automatically aggregates the results for each layer of the hierarchy above.
   An example is days of staff absence.  
• A Single KPI in contrast, cannot record or aggregate values across multiple levels of the hierarchies but can be linked to a selected level.
• Trend KPIs are not used to track performance but to simply record data through time instead, in order to monitor patterns.  They, therefore, do not have a target but only an actual and therefore are excluded from performance calculations across the system. Trend KPIs are visible in EIS, however, will not show a performance traffic light color. Trend KPIs can be single or rollup. An example is showing the population over time.
• Calculated KPIs are KPIs whose targets and actuals can be derived from a formula connecting one or more data sets also referred to as sub-KPIs.  They are mainly used for ratio or percentage based KPIs to ensure that the results can average or accumulate over time. This functionality is optional and will only be available if your organisation requested it during your Scoping Day.  Calculated KPIs can be single or rollup.
   An example is the liquidity ratio.
• Normal KPIs are neither calculated nor trend based. It simply provides the ability to enter target, variance and actual information. This is the most common KPI type.

Trend KPIs

Trend KPIs are not used to track performance but to simply record data through time instead, in order to monitor patterns. They therefore do not have a target but only an actual and therefore are excluded from performance calculations across the system. Trend KPIs can be single or rollup.

Example:

Showing population over time.

Creating a trend KPI is similar to creating a normal KPI. Ensure that you select the “Trend” option on the KPI Details page.

Once a KPI has been created, targets must be entered in order to assess performance.

For Trend KPIs you can only enter Actuals, but neither Targets nor Variances.

LGPRF Solution

The CAMMS Local Government Performance Reporting Framework (LGPRF) solution is aligned with the Victorian Government performance reporting framework, released in 2014/15.

The solution provides a preloaded database with all 71 compulsory key performance indicators (KPIs) and the 187 measures they are calculated from. This is applied in our planning solution, utilizing our KPIs and linking to LGPRF filters to be exported to reporting.

Please contact CAMMS if you are interested to purchase this solution, as it does not come standard with the suite.

• KPIs: the KPIs are preloaded into your cammsstrategy® system. KPIs are the linked to themes provided by the LGPRF. KPIs are linked to the service and operational sub-categories of the themes. The KPIs are linked to a 'LGPRF' tick box to identify them as well as other customized fields for reporting.

For more information on KPIs please read through the KPI section.

Reporting

LGPRF Report: A custom developed LGPRF report is supplied along with the solution giving you a variety of filter options to export the performance tracking on these KPIs and measures.

LGPRF Report Filters:

Rollup KPIs

Creating Rollup KPIs

A Rollup KPI can aggregate or average through different hierarchies, such as planning, organisational and custom hierarchies. This enables users to input data at the lowest level, and the system automatically aggregates the results for each layer of the hierarchy above.

Example:

Days of staff absence.

 Rollup KPIs have a number of benefits:

• One KPI can measure performance at each level of the organisation
• Allows KPIs to be viewed by drilling-down through KPI graphs and dashboards
• Reduces the number of KPIs required throughout the organisation

Creating a roll up KPI is very similar to creating a normal, single KPI. Ensure that you select the “roll up” option on the KPI tab.

This option will display three additional controls:

• KPI tree type
• Minimal roll up
• Maximum roll up

The KPI tree type, Minimum, and Maximum rollup must be selected in a certain specific order.

• STEP 1: First select the KPI tree type, which determines the options in the Minimum rollup drop-down field. Please refer to the following table. You can select the hierarchy type from the drop-down list against KPI tree type.
• STEP 2: Then select the Minimum Rollup value. This will determine the options in the Maximum Rollup.
  This has to be done using the abovementioned method because the KPI tree types have different minimum and maximum levels throughout the organisation.
  When you have selected a KPI Tree Type, you will be allowed to select a Minimum Rollup out of the options given, which are as follows:

* Denotes optional functionalities-available only if activated. Contact CAMMS Helpdesk for more information.

• STEP 3: When you have chosen a Minimum Rollup, click 'Select' to define a Maximum Rollup.

• STEP 4: Click 'Save' to save the entry.
  Once you have saved the KPI, the Targets and Actuals tab will be activated.

Target and Actuals

The entry of Targets and Actuals for rollup KPIs differs from normal, single KPIs.

• STEP 1: First select the level from 'SELECT' drop-down list.
  These levels are determined depending on the KPI tree type and minimum rollup of the KPI created.
  Once selected, the Responsible & Reporting Officer fields will be enabled.

• STEP 2: Click the 'Update Rollup Structure' button to update any additions, changes or deletions to planning structure items, depending on the selected Minimum rollup level.
  The 'Delete KPI Nodes' button will open up a window allowing you to delete individual levels from the rollup KPI.
• STEP 3: Click the 'KPI Rollup Comments' button to bring up a window allowing you to select individual levels from the rollup KPI and record comments.
  These comments are independent from the period comments within the targets and actuals tab.
  Different Responsible Officers and Reporting Officers can be allocated to each level of the rollup. To do this, select the hierarchy level via 'Select' drop-down list. When the system refreshes, select the required Responsible Officer and Reporting Officer using the relevant drop-down list.
  The Rollup KPI graph also differs from other KPI Types.

Trend KPIs

Creating Trend KPIs

Trend KPIs are not used to track performance but instead simply record data through time in order to monitor patterns. Therefore, they do not have a target but only an actual value. Hence they are excluded from performance calculations across the system. Trend KPIs can be single or rollup.

Example: Showing population over time.

Creating a trend KPI is similar to creating a normal KPI. Ensure you select the 'Trend' option on the KPI Details page.

Once a KPI has been created, targets must be entered in order to assess performance.

For Trend KPIs you can only enter Actuals and not Targets or Variances.

Calculated KPIs

Creating Calculated KPIs

• STEP 1: To create a calculated KPI follow the steps required to create a single KPI and select “calculated” for KPI type.
  The only available Aggregation option for a Calculated KPI is ‘Normal’ and the only available Time Horizon option is ‘Period’. 
  Once a calculated KPI is created and saved, an additional ‘Sub KPI’ tab will be visible where you can either create new sub KPIs or select existing KPIs as sub-KPIs.
• STEP 2: Click the 'Sub KPI' tab.
  On the right-hand side, you can see a list of potential sub KPI’s. Not all existing KPIs are eligible - scroll down to the end of this topic for a complete list of business rules;

• STEP 3: To add a sub KPI, select the required KPI and drag from the KPI list on the right onto the list of sub KPIs in the center of the screen. The dotted blue line surrounding this section indicates the KPI is in the correct spot to be dropped and linked. When you have added all the sub KPIs you need, click SAVE and move to STEP 4:
  If the KPI you need is not available in the list and must be added to the database, click the 'New' button to create your new KPI. Enter the information required and click SAVE to save the entry. You will notice that this has automatically been added as a sub KPI to your original Calculated KPI. Similarly, create as many sub KPIs as required.
• STEP 4: Enter a formula to calculate the actuals.
  The formula can contain the alphabetical codes assigned automatically to the sub KPIs as well as the universal symbols for add, subtract, multiply, divide and open/close brackets.
• STEP 5: Click the 'Save' icon.

Target and Actuals

The actual of a calculated KPI will always automatically be calculated based on the formula entered within the 'Target and Actuals' tab.

• STEP 1: Click the 'Target and Actuals' tab.
• STEP 2: Select the calculation method.
  The Target and variance for the calculated KPI can either be calculated automatically based on the formula or can be manually entered.
• STEP 3: Click the plus icon to expand the sub KPI and specify the target value.
• STEP 4: Click the 'Save' icon.

 Example:

Formulas using Excel as an example:

Definitions of various calculation methods