Configuring the KPI Extract

Andrew Dotto Updated by Andrew Dotto

Purpose

This article will help you understand what's required to configure your KPI extract, the options you can use and the decisions you can make which will ultimately effect the outcome of your reporting.

Once you have finished your configuration, OneAdvanced Support will need to enable your KPI Extract before the dataset will be created. Raise a support ticket for this task to be completed.


Configuring the KPI Extract

The configuration of the KPI Extract allows you, as a customer, to define the specific KPI measures that are important to your business. Each section provides an opportunity to specificly tailor the extract calculations to present the reporting data in a way which supports your outcome.

The KPI Extract runs based on completed Jobs in the past. It evaluates each task and builds a data extract based on the day the Job was set to Completed. The KPI Extract does not retrospectively update the data should you change your past data and strictly ignores any tasks which are incomplete in the past. To get the best out of the KPI Reporting Module in Infosuite, ensuring your data is housekept well is of paramount importance.

Each section below will discuss the available configurations.


Appointment Reason

The Appointment Reason KPI Settings provide the opportunity to identify tasks which at the point of schedule identify whether the task itself has the potential for the appointment to be "Met".

The definition of "Met" is that the task has an Appointment Reason where the 'Is Met' flag is set to 'Yes' and the task itself was started and completed within the agreed Appointment Window.

By default, a number of Appointment Reasons will be configured as an example, however, these entries must be replaced with your configured Appointment Reasons from within your Business Data configuration.

To determine your configuration values, navigate to the Business Data section within the Configuration Menu.

Navigate to the Job list of Business Data, and select the APPOINTMENT_REASON data item.

The possible values within this list should match your Appointment Reason KPI Settings list.

Adding, or Editing any specific value within the configured list will display a screen similar to this

The ID Field should be completed with one of the values from your Appointment Reason Possible Values List.

This Field is case sensitive and should match the written case of your configured Object List

The 'Is Met' flag should be set as 'Yes' if a successful scheduled appointment could result in it being considered as Met, and 'No' if not.

An example from our list may be an appointment marked FIRST would expect a successful scheduled appointment to be Met, though an appointment marked 'FOLLOW ON', may mean a successful scheduled appointment is not Met.

The 'Exclude from extract' Flag should be set if appointments marked with a given Appointment Reason can be ignored from any KPI reporting

An example of this may be an appointment marked as 'TENANT REQUEST', where we may not wish to consider any appointments which have been specifically rescheduled by the Tenant within this calculation.


Completion Status

The Completion Status KPI Settings allow you to define specific measurements for your KPI Outcomes based on your configuration within the TASK_COMPLETION_STATUS Business Data item. This measure will look at the varying states a Task can potentially be left in when Complete, coupled with your Appointment Reason configuration, will determine the overall calculated outcome of the Job or Order.

By default, a number of Completion Status KPI Settings will be configured as an example, however, these entries must be replaced with your configured TASK_COMPLETION_STAT values from within your Business Data configuration.

To determine your configuration values, navigate to the Business Data section within the Configuration Menu.

Navigate to the Job list of Business Data, and select the TASK_COMPLETION_STAT data item.

Your configured options should match your Possible Values configured against this Business Data item.

Adding or Editing an option within the Completion Reason KPI Settings will display similar options.

The following fields allow you to configure KPI variabilities to support your reporting outcomes.

Field Name

Description

Possible Values

Example

ID

This value should match an available value within your Business Data definition

This value is Case Sensitive and must much the configured case in the Business Data definition

Free Text

Completion Category

This is a mandatory field that you can use to organise different types of Completion Reasons together for reporting aggregation. This is a free text field.

Free Text

COM, FULLY COMPLETE, INCOM.. etc

First Time Fix

This field will identify any task which if completed with this Completion Code, will be considered Fixed at the First Appointment. This is regardless of any future appointments being created.

Yes/No

If a Mobile Operative completes his appointment with a reason marked with this setting, the task will be marked as First Time Fix

Status Met

This field, working with Appointment Reason, will provide an opportunity to override an Appointment Met flag set within the Appointment Reason configuration.

Yes/No

If a Mobile Operative completes his appointment with a reason 'Van Breakdown'

Fully Complete

This field will set a task as Fully Complete in regards to KPI calculations. If no outstanding tasks are currently scheduled for the Works Order, the appointment will be considered Fully Complete.

Yes/No

If a Mobile Operative completes a task on a subsequent visit and no additional visits are expected.

Carded

This field will set a flag to indicate the Mobile Operative failed to gain access to the location to complete the appointment.

Yes/No

If a Mobile Operative failed to gain access, or is actively denied access from a location to perform a task.

Follow On Expected

This field will allow you to track appointments which have been completed by your Mobile Operatives which will result in additional work or visits.

Yes/No

If a Mobile Operative begins a task, but completes an appointment potentially requiring additional materials or time.

Fully Complete Code

This is a mandatory field that you can use to organise different types of Completion Reasons together for reporting aggregation. This is a free text field.

Free Text

COM, FCOM

No Access Code

This is a mandatory field that you can use to organise different types of Completion Reasons together for reporting aggregation. This is a free text field.

Free Text

NOAC, TENANTREFUSE

Exclude From Extract

The 'Exclude from extract' Flag should be set if appointments marked with a given Completion Reason can be ignored from any KPI reporting

Yes/No

A task which has been completed in such a way which falls outside of your KPI reporting requirements.


Priority Group KPI Settings

Priority Group KPI settings allow you to group your Priorities together into reportable groups. This is especially useful if you have many priorities that define your SLA's which broadly cover the same use case.

For Example, Priorities P1, Emergency, Urgent may all be grouped into the same Reporting Group.

The Priorities you configure should exist within your Business Data configuration for the Priority Attribute. To determine your configuration values, navigate to the Business Data section within the Configuration Menu.

Once there, navigate to the Order Object Data items and select the PRIORITY option.

Adding or Editing a value within this menu will provide you with similar options.

The ID value identifies the group you are allocating the Priority to. Multiple Priorities can be within a single Group.

The Priority value should match the available values within the Possible Values of the PRIORITY Business Data Object.

The Is Emergency flag will identify this Priority as an Emergency.

Multiple Priority values can share the same ID value. In this way, tasks can be grouped in the final reporting.


Resource Group KPI Settings

Resource Group KPI Settings allow you to create reporting groups for your resources.

Resources can only belong to a single Resource Group

Selecting Edit or Add will display similar options.

The ID field allows you to set an appropriate Group Label for your resources.

Clicking the + button will allow you to select your workers.

Once chosen, click Select.

and Save.

This group will now be available for categorisation and use within your KPI Reporting Dashboard in Infosuite.

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