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.

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Figure 1.1

• 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.

• 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. 

• 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.

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

• 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.

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.

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.

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).

• 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.

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