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 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.

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 Camms.Strategy® 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.

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:

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Figure 4.1

5.1 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

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Figure 5.1.1

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:

• 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.

• STEP 4: Click Save to save the entry.
  Once you have saved the KPI, the Targets and Actuals tab will be activated.

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.

7.1 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.

8.1 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 5: 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 6: Click the save icon.

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.

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