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'

Active

For the KPI to be active, the Active tick box must be ticked. If not, this KPI will not appear in standard reports and in the EIS area.  

Archived

Use the Archive tick box to help you identify if the KPI is no longer in use. Archived KPIs also do not appear in reports or the EIS area.

Confidential

The Confidential tick box will only be displayed if this functionality is activated by your System Administrator. Ticking will mean that this KPI will only be visible to its Reporting Officer, Responsible Officer, System Administrator, or users assigned with the security role “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.


KPI Performance Calculations

Calculation Method

Description

Formula

Less is Better

  • Where it is desirable to get the lowest possible value for the KPI Actual
  • Where a result lower in value to the target will result in a green light  
  • Example: Interest ratio (interest on borrowings/total expenditure)
    Target 10% | Actual 8%
If (Target = 0)
          If (Actual <= 0) then 100
         Else 0
If ( Target > 0
          1 – (Actual/Target) + 1
Else
          Actual/Target

More is Better

  • Where it is desirable to get the highest value possible for the KPI Actual
  • Where a result higher in value to the target will result in a green light
  • Example:  Customer Satisfaction
    Target 85% | Actual 95%
If (Target = 0)
          If (Actual >= 0) then 100
         Else 0
Else
         Actual/Target

Goal Post

  • Where it is desirable to get the KPI Actual around the Target value within the Variance
  • Where achievement of the target results in a green light
  • Example: Achievement of Budget
    Target $3,000,000 ± 5% | Actual $2,950,000
If Actual < LB then: (Actual/LB)
If Actual > UP then: LB-(Actual – UB)/LB
 
UB (Upper Boundary) = Target +(Target*Variance/100)
LB (Lower Boundary) = Target - (Target*Variance/100)

The below table explains how the calculations are reflected in traffic lights, which uses different colours to denote the performance.

Calculation Methods

Green

Amber

Red

Less is Better

Performance >= 100

(100 - Variance) >= Performance < 100

Performance < (100 - Variance)

More is Better

Performance >= 100

(100 - Variance) >= Performance < 100

Performance < (100 - Variance)

Goal Post

Performance = 100

 N/A

Performance <> 100


  • 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.


Time Horizon

There are three options YTD, Period and Rolling.

  • YTD will always show beginning of the financial year to Date To chosen, regardless of Date From selected.
    Example 1: - YTD KPI; Period - Monthly, Aggregation - Cumulative

Month

Target

Actual

July

10

5

August

30

3

September

20

4

October

10

3

November

20

20

If Date From = 1/7/08 and Date To = 30/11/08 the calculation would ignore Date From (as it is a YTD KPI), and therefore calculate it as Jul + Aug + Sep + Oct + Nov.

  • Period will always show the period Date From and Date To.
    Example 2: Period KPI; Period - Monthly, Aggregation - Cumulative

Month

Target

Actual

July

10

5

Aug

30

3

September

20

4

October

10

3

November

20

20

If Date From = 1/8/08 and Date To = 30/11/08, the calculation would be just for those months (August + September+ October+ November)

  • Rolling is a time period for the KPI for when it cumulates or averages, e.g. 5 month cumulative KPI would display as follows:
    Period 6 shows the sum of period 2 to period 6 (5 periods)

Period

Target

Variance

Actual

Rolling 5 months Actual

1

100

10

91

91

2

100

10

61

152

3

110

10

92

244

4

111

10

100

344

5

120

10

150

494

6

100

10

120

523

7

180

10

60

522

8

 50

10

70

500

9

90

10

90

490

10

100

10

100

440

11

100

10

87

407

12

100

10

95

442

13

 98

10

92

464

14

 97

10

95

469

15

 96

10

97

466


  • 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).

This is an optional field which can be activated by CAMMS if requested as part of your Scoping Day. If not activated, the KPI Actual will be set to the Actual number which is the most commonly used type in the system by default.  


 The below shows an example of a cumulative KPI:

Period

Target

Actual

Cumulative Target YTD

Cumulative Actual YTD

Cumulative Variance YTD

Cumulative Variance % YTD

1

998700

933340.74

998700.00

933340.74

-65359.26

-6.54

2

1636300

1813289.05

2635000.00

2746629.79

111629.79

 4.24

3

1410281

1293574

4045281.00

4040203.79

-5077.21

-0.13

4

1707735

1747895.36

5753016.00

5788099.15

35083.15

 0.61


  •  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.

  • Lead Indicators are performance measures that monitor changes in performance as a result of actions or factors that will eventually impact the result measured by Lag Indicators e.g.; Participation rate in training and further education which would be expected to affect an improvement in the unemployment rate.
  • Lag Indicators are performance measures that report end results that have been affected by actions and factors previously occurring, e.g.; Unemployment rate. They are typically reported at the end of a defined period e.g.; Annual
  • 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.

If you have saved the KPI and selected the wrong KPI type (single or rollup), you will need to delete the record and restart the process.  Deletion is not possible if the KPI has not already been linked, and will be dependent upon security settings.

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.

A dotted line will appear when you have positioned the KPI in the correct location. Then you can release the mouse button and it will link.  If no dotted line appears, the link will not work.


  • 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.

Rollup KPIs will automatically link to the level of the hierarchy they have been created for.


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.  

Individual period targets for KPIs may be manually changed after their automatic input, however, the total of all the periods’ targets must still add up to the total year target, or, if averages are used, the individual targets as a whole must have an average which is equal to the whole year target.

  • 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.  

You will not be able to edit existing Target/Actual values for previous archived periods that have KPI data. Contact your System Administrator for more information.

  • 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.

You can trace all changes made to this page by clicking the HISTORY icon at any time.

  • 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.  

Individual period targets for KPIs may be manually changed after their automatic input. However, the total of all the periods’ targets must still add up to the total year target, or, if averages are used, the individual targets as a whole must have an average which is equal to the whole year target.

  • 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.
Note: Tags must be configured from the ‘Tag Configuration’ area (Strategy Navigation > Administration > Configuration > Tag Configuration) by the administrator in order to add tags here.

 

You will not be able to edit existing Target/Actual values for previous archived periods that have KPI data. Contact your System Administrator for more information.

  • 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.

You can trace all changes made to this page by clicking the HISTORY icon at any time.

  • 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.

Note: The 'from', 'to' and 'display cumulative'/'display normal' functions will not 'save' if you change these. The purpose of the aforementioned options is to be able to view the graph in these options, but not making it a saved default function as the KPI is set up with its default settings from the KPI setup page. (i.e. to show as normal). The changes to the graph options can only be changed and saved as default.

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:

Function

Description

Show/Hide Legend

Toggles the legend on or off

Chart Type drop-down list

Allows to choose from a number of different charts to view the data from (Line/Column/Bar/Area)

Note: Not all chart types are suitable.

Color Scheme drop-down list

Allows to select a color scheme for the chart

 

A summary of the interactive chart options is given below:

Function

Description

Export as Image

Open or Save the chart as a .PNG file

Print

Print the chart

Legend

Toggles the legend on or off

Chart Type drop-down list

Choose from a number of different charts to view the data from.

Note: Not all chart types are suitable.

Color Scheme drop-down list

Select a color scheme for the chart

 

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:

KPI Tree Type

Minimum Rollup Options

Organisation

Organisation

Directorate

Business Unit

Service Profile

Action

Task*

Planning

Goal

Outcome

Strategy

Action

Task*

Human Resources*

Organisation

Directorate

Business Unit

Team*

Staff

Action

Task*

Custom Hierarchies*

Options will depend on the levels defined under the selected custom hierarchy

* 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.

Rollup KPIs can have different Responsible and Reporting officers for each level of 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.

  • Sub KPIs should be within the same period or less to that of the Calculated KPI to link with. (e.g. if calculated KPI had a monthly period, then sub KPIs which can be linked are only monthly, weekly or daily – not yearly)
  • If there is no sub KPI available in the list, users will be enabled to click on “New” to create a sub KPI within the Calculated KPI
  • Sub KPI linkage has no effect over calculated KPIs, meaning calculated KPIs can be linked to any level of the hierarchy.
  • Sub KPIs have a formula code a, b, c etc. A formula can be entered which will derive the “calculation” for the calculated KPI.
  • Sub KPIs will be assigned with a code automatically, which the user can use in the formula (ex- (a*b)/c). This can go up to any number (ex. zz).
  • When a sub KPI is removed from the list, and if it has been already included into the formula, a warning message will be displayed as “If the sub KPI is removed from the list, the specified formula will be invalid and formula will be cleared. Are you sure you want to remove?” The user can click “OK” or “Cancel” as the response to the message.

• If the user selects “Ok”, the sub KPI will be removed from the list and formula text box will be cleared.

• If a sub KPI is removed and it is not selected for formula yet, an information message will be displayed saying “The sub KPI code and formula will be rearranged accordingly”. If the user selects “Ok”, the KPI codes in list and formula will be automatically rearranged.

 

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.

Business Rule

• The calculation of the actual and automatic target takes the aggregation method of the sub KPIs into consideration. (e.g. Normal, Average or Cumulative)

• The calculated KPI aggregation method is always “Normal”.

• The calculated KPI Time Horizon is always “Period”.

 Example:


Formulas using Excel as an example:

Calculated KPI Actual Year to end of Q1 actual:

=E5/((1.51*E6)+(2.13*E7)+(2*E8)+(1.52*E9))

Calculated KPI Actual Year to end of Q2 actual:

=SUM(E5:F5)/((1.51*(AVERAGE(E6:F6))+(2.13*(AVERAGE(E7:F7)))+(2*AVERAGE(E8:F8))+(1.52*AVERAGE(E9:F9))))


Calculated KPI Actual Year to end of Q3 actual:

=SUM($E$5:$G$5)/((1.51*(AVERAGE($E$6:$G$6))+(2.13*(AVERAGE($E$7:$G$7)))+(2*AVERAGE($E$8:$G$8))+(1.52*AVERAGE($E$9:$G$9))))


Calculated KPI Actual Year to end of Q4 actual:

=SUM(E5:H5)/((1.51*(AVERAGE(E6:H6))+(2.13*(AVERAGE(E7:H7)))+(2*AVERAGE(E8:H8))+(1.52*AVERAGE(E9:H9))))


Calculated KPI Actual Beginning of Q2 to end of Q3:

=SUM($E$5:$G$5)/((1.51*(AVERAGE($F$6:$G$6))+(2.13*(AVERAGE($E$7:$G$7)))+(2*AVERAGE($F$8:$G$8))+(1.52*AVERAGE($E$9:$G$9))))


Definitions of various calculation methods

Cumulative YTD Target

Sum of all the Targets, YTD

Cumulative YTD Actual

Sum of all the Actuals, YTD

Cumulative YTD Variance

Cumulative Actual YTD - Cumulative Target YTD

Cumulative YTD Variance %

(Cumulative YTD Variance / Cumulative YTD Target) * 100

Cumulative Period Target

Sum of the targets of the closed reporting periods within the current period

Cumulative Period Actual

Sum of the Actuals of the closed reporting periods within the current period

Cumulative Period Variance

Cumulative Period Actual - cumulative period Target

Cumulative Period Variance %

(Cumulative Period Variance / Cumulative Period target ) * 100

Average YTD Target

Average of all the Targets, YTD

Average YTD Actual

Average of all the Actuals, YTD

Average YTD Variance

Average Actual YTD - Average Target YTD

Average YTD Variance %

(Average Variance YTD / Average Target YTD) * 100

Average Target Period

Average of the targets of the closed reporting periods within the current period

Average Actual Period

Average of the Actuals of the closed reporting periods within the current period

Average Period Variance

Average Period Actual - Average Period Target

Average Period Variance %

(Average Period Variance / Average period target) * 100

Normal Target

Last closed period Target

Normal Actual

Last closed period Actual

Normal Variance

Normal Actual - normal Target

Normal Variance %

(Normal Variance / Normal Target) * 100

Cumulative Rolling 'x' Period Actual

Sum of all the actuals within the number of closed periods

Cumulative Rolling 'X' Period Target

Sum of the actuals within the specified number of closed periods

Cumulative Rolling 'x' Periods Variance #

Cumulative Rolling Actual – Cumulative Rolling Target

Cumulative Rolling 'x' Periods Variance %

(Cumulative Rolling Variance # / Cumulative Rolling Target) * 100

Average Rolling 'x' Period Actual

Average of all actuals over the closed periods

Average Rolling 'x' Period Target

Average of the targets over the closed periods

Average Rolling 'x' Period Variance #

Average rolling target – Average rolling actual

Average Rolling 'x' Periods Variance %

(Average rolling Variance # / Average rolling target) * 100