KPI Overview

A KPI represents a measurable (numerical) value that demonstrates how effectively a company is achieving key business objectives. An example might be ‘Number of new customers’ as a KPI for tracking an objective to grow the business by a certain amount.

• KPIs can be created by navigating to the KPIs page or access via the flydown menu under the ‘Strategy’ category.

• From the KPIs list, click on the ‘+’ icon to create a new KPI.

• KPIs can also be created by navigating to the Business Objectives page, selecting a Business Objective and then clicking on the ‘+’ sign in the ‘Related KPIs’ section.

• Additional help when creating KPIs is available from the KPI Detail page.

• To view all existing KPIs, navigate to the KPIs page or access via the flydown menu under the ‘Strategy’ category. Clicking on any one KPI will show details of the KPI including contributors.

• Contributions to a KPI are the entities which have the KPI defined as a Key Measure.

• To view KPIs for a specific Business Objective, navigate to the Business Objectives page and select the Business Objective you wish to view the KPIs for. The related KPIs are show on the Business Objective overview page.

• KPIs are linked to Business Objectives. During the creation of the KPI you will be asked to specify which Business Objective the KPI relates to.

• Once the KPI is linked to the Business Objective, it will appear as a KPI in the ‘Related KPIs’ content area on the Business Objective detail page.

• KPIs are tracked by linking them to an entity that contributes to the achievement of a Business Objective. These are known as ‘Contributors’. A contributing entity can be a proposal for a new initiative, a project or a service.

• The entity must first be defined and linked to the Business Objective. Proposals are created from the Proposals page. Projects are created from the Projects page and Services are created from the Services page. The entity form has a field to define which business objective it contributes towards.

• Once the entity is defined, the entity will have a link to the key measures table in which it is possible to link the KPIs to the entity. Access the key measures table as follows:

• Proposal – Open the proposal from the Proposals page.

• Project – Open the project from the Projects page. Click on the drill-down arrow in the ‘Project Summary’ content area. Click on the form drop-down menu and select ‘Key Measures’

• Service – Open the service from the Services page. Click on the drill-down arrow in the ‘Key Measures’ content area.

Once in the Key Measures table, click on the ‘+’ sign to add KPIs to be measured.

• Before KPI values can be forecasted, the KPI must be defined as a key measure for a contributing service. See the section above for details of how to do this.

• To access the table, navigate to the KPI detail page as described above in ‘Finding and viewing KPIs’ and click on the ID of the contributing entity (from the ‘Contributions’ content area).

• Click on the right arrow in the Key Measures content area to open the Key Measures table.

• Enter the forecasted values for the KPI in the ‘Plan’ columns.

• When creating a KPI, the user can define whether it is Report Calculated or Manual

• Automatic calculation uses data that already resides within the Anywhere Platform. For example, you might wish to track percentage of staff submitting time sheets each week as a related KPI for a Business Objective ‘Improve Staff Efficiency’. If time sheets are submitted in the Anywhere Platform, this metric can be calculated automatically. Automatic calculation will only apply if the reporting is done using status report. If actuals are reported directly within the Key Measures table then they must all be entered manually.

• Manual calculation involves the value being calculated outside the tool and then being entered into the tool manually either when submitting a status report or directly in the Key Measures table.

Reporting on KPI progress is carried out when a status report is submitted for a contributing service. The status report serves multiple purposes

1. Automatically calculates the actual value for KPIs whose calculation method is 'Automatic'

2. Allows entry of actual values for KPIs whose calculation method is 'Manual'

3. Provides an opportunity to capture commentary about KPIs including how KPIs can be brought back on track if they are not as expected.

Use the following steps to create a status report:

• Navigate to the KPI detail page as described above in ‘Finding and viewing KPIs’ and click on the ID of the contributing entity (from the ‘Contributions’ content area)

• Once on the overview page for the contributing entity, click on the ‘Create Report’ icon at the top right of the page.

If not using status reporting, actual values can be manually entered into the 'Actuals' column for the month in the Key Measures table. All values must be entered manually as automatic calculation of actuals only occurs when using status reporting.

• To access the table, navigate to the KPI detail page as described above in ‘Finding and viewing KPIs’ and click on the ID of the contributing entity (from the ‘Contributions’ content area)

• Once on the overview page for the contributing entity, click on the right arrow in the ‘Key Measures’ content area.

If not using status reporting, actual values can be manually entered into the 'Actuals' column for the month in the Key Measures table. All values must be entered manually as automatic calculation of actuals only occurs when using status reporting.

• Once defined, KPIs cannot be deleted. If the KPI is no longer relevant it should be deleted from the Key Measures table.

• To access the table, navigate to the KPI detail page as described above in ‘Finding and viewing KPIs’ and click on the ID of the contributing entity (from the ‘Contributions’ content area).

• Click on the right arrow in the Key Measures content area to open the Key Measures table.

• Click on the pencil icon next to the KPI and then the bin icon to delete it.