KPI's (Key performance indicator)

A set of quantifiable measures that a company or industry uses to gauge or compare performance in terms of meeting their strategic and operational goals.

4 steps to creating a KPI

We explain in four simple steps of how to do this:

Step 1: upload your captured data.

In order to capture data for a data series we need a number associated with a date, this number can be associated with anything.
e.g. -  users associated with sales, service index's, petrol, how many cars pass on the motorway, how many customers complain about a salesperson.
Capturing data is all about observing and collecting your data in order to create a series of data patterns which will help keep an eye out on key performance 

 

Step 2: Quantifying the performance of users for a data series.

The meaning of quantifying is to 'measure the quantity of something', What is needed is one number to measure the performance.
Observation is the means of capturing data and placing data into a KPI category to identify the performance and get a rating.
Kademi uses aggregating methods to calculate the KPI records.

The aggregating methods are: 

Sum – the total amount records resulting from the addition of two or more numbers, amounts, or items.

Count – determine the total number of records

average  –  a number expressing the central or typical value in a set of data records, in particular the mode, the value separating the higher half of a data sample, a population, or a probability distribution, from the lower half , which is calculated by dividing the sum of the values in the set by their number

Minimum –  the least or smallest amount or quantity possible, attainable, or required to record data

Maximum

At least one value provided – the KPI value will be 1 if there is a value otherwise there will be no values

1st value provided, by period from date – the 1st value in the series will be recorded

Last value provided, by period from date – the last value in the series will be recorded.

Step 3: Categorise their performance

The 1st question to ask is, how do we do this, what do you compare that quantified performance number too.
we use a function in each KPI called Levels, its similar to a target, therefore we set the level that each user or organisation is required to obtain,
their level can be obtained daily, weekly, monthly, quarterly and yearly.

Step 4: Rewarding performances to users

With the reward system, you can view the users or organisations that perform excellently and award them with incentives which help them perform better,
you can incentives them with points or some custom reward.

How to create a KPI

  • Create your website

  • Add the appropriate name for the KPI group - e.g sales representatives

  • Add your users to the group
    Click here to create groups and users

  • You will need to have a login page,
    as each user needs to login to view their KPI performance.
    Click here to create a login page

  • Install an application called 'K-SalesData'

    - Go to website manager
    - Select the website required and click on the gear/setting configuration
    - Details
    - Click on find more apps
    - Scroll down and find the application called 'K-SalesData'
    - Click on it to open the app window
    - Click on the install button.

Create a data series

Now that the application is installed.

  • Proceed and click on the button called Data and then click on Data series

  • Click on New sales data series to create one

Configuration of data series

There are a few configurations that are needed and all depend on what you are trying to achieve:

  • Code: The coded of the Data series which is used to import and export

  • Title: The title of the Data series

  • Units: What is the units of the quantity being entered - e.g - $ or %

  • Attribution: Should sales be attributed to the individual or their team

  • Website: Select a website to be used for any emails
    generated from or for this series

  • Enabled: Will only be available if enabled

  • Group: The user group to enter sale

  • Select how often you would like users to enter the sales data,
    or whether to allow information to be collected at any time.

Now that you have entered all the information for the configurations
 -  PLEASE REMEMBER TO SAVE

1. Upload records to the data series

You need to add the records in order to create a KPI.

  • Click and select KPI's

  • Next, with the save configuration button on the right, select the drop-down arrow

  • If you do not have a template, click on open data series and a CSV file will download

  • Click on upload data series CSV

  • Upload your data and map all the columns, import them and complete.

2. Add a new KPI

  • Click on the add new KPI button

  • Add a meaningful title, e.g - sales volume and sales value

  • Click on create KPI

Edit the new KPI

We need to configure the KPI so it can work correctly.

  • Select the edit button of the KPI you created, e.g - sales volume and sales value

  • Select the configuration tab

  • Aggregation - How should values be merged over the KPI period,
    please scroll up to - 4 steps to creating a KPI and read step 2.

  • Aggregation period: Over what period should criteria be assessed

  • Baseline: Should KPI results be determined from a baseline

  • Start and End date: Date of the first and last assessment period

  • Search direction: 
    - Select true/up for data where higher is better e.g - ( the more sales the better).
    - Select false/down when lower is better e.g - (the least amount of number of complaints is better)

  • Ordering: In what order should the KPI's be listed

  • Baseline series: Select a series which contains baseline targets

  • Add groups to the KPI - the KPI will only use users who belong to the selected group.

  • Remember to save

Setup rewards and levels

  • Reward - To allocate points for achieving levels, select the reward here - you can create a reward with the points bucket.

  • Tag: Tag the allocated points

  • Top achievers: Allocate points to the top achievers in this KPI

  • Points: MVEL expression for how many points to award top achievers

  • Select and click - add new level button

  • Enter a name for the new level -  e.g - achieved

  • Edit the level details by clicking on the edit button of the new level you created

  • Choose a threshold level at which your users have reached this level. Either a fixed value or select from another data series.
    eg - you have a sales team and need them to achieve a level of performance, so you can set a target level for them, set an amount e.g $10 000 for every sales representative, you can then reward the sales representatives for meeting their target.

  • If you want to award points for achieving this level them enter a fixed amount OR an expression below NOT both
     

Process the records to create a KPI

We need to process the records and obtain our information.

  • Go to Data and click Data series

  • Click on process selected KPI's
    a drop-down menu will open

  • Select the KPI's you would like to process

  • Click on the start processing button and wait for the KPI to complete

Rewarding the users that achieved there levels

  • Go to Data and click Data series

  • Select the series

  • Proceed to KPI's - select the KPI you desire to reward your users

  • Next, go to the results tab, you can select who will receive the reward by selecting the checkboxes

  • Click on the 'allocate rewards for selected period' button to process the KPI rewards

  • You can go to the leaderboard tab to see who is the top achiever.

Switching on the dashboard

You can have the KPI on track indicator component on the dashboard or create it on a new webpage and link it with a button and place it on your website.
It's good to do it on the dashboard as it's in one central place on the website, and easy for the user to quickly view.

In order to use the dashboard, you are required to install the dashboard application.

  • Click on Website Manager  - Apps

  • Scroll till you find 'User Dashboard' - switch it on

  • Next click on websites under website manager

  • Click on the settings gear for your website

  • Go to Apps

  • Scroll till you find 'User Dashboard' - switch it on

Adding the KPI on track component's 
to the dashboard

  • Next, go to 'Content tab' - click on 'edit web pages'

  • Under the Templates look for the link called Dashboard and select.

  • Add a container and add a component called 'KPI period' - you only need one KPI period indicator per page.

  • Next, add a container with  3 columns and add a component called 'achieve the KPI target' place it in each container.

Setting up the KPI components 

Each component needs to be set to a KPI and the level must be assigned

  • You can set up the 'KPI period' component by clicking on it and selecting the settings/gear button

  • Under the main title of data range settings go to KPI

  • Select the correct KPI for the component and save

  • Next, do this action to ever component for 'achieves the KPI target'

  • Select the component and click on the settings/gear button

  • Assign the KPI and the Target Level for each component

  • Save and close

Viewing the KPI's in a user

To view users KPI's and view it on the dashboard

  • Go to groups and users - users

  • Click the edit button of the user profile you would like to view

  • Click on KPIs tab

  • You can now see all of the series data of each KPI title and the user's performance

Viewing the KPI's on the dashboard

To view users KPI's and view it on the dashboard

  • Go to groups and users - users

  • Click the edit button of the user profile you would like to view

  • Click on KPIs tab

  • Click on Login as button on the top right of the screen

  • View the website, you will be able to see the dashboard and the components you inserted. e.g - 'KPI period' and 'achieve the KPI target'

  • Now you will be able to select each KPI period and the view each KPI target
    and the user can view there own performance and see how far out they are from their targets.

Can't find what you're looking for?

Hit the online chat button bottom left, or click the contact Kademi button below.